Executive Administrative Specialist: Confidential Support

University-of-Main; Orono (ME); On-site; USD 25,000 - 35,000; Full time

Job summary

The University of Maine seeks an Administrative Specialist CL3 to provide confidential, executive-level support across three ELH units. You will manage complex calendars, coordinate travel, and oversee sensitive document workflows using DocuSign and Adobe.

The role includes front-desk duties and coordinating communications for faculty and staff. You will handle databases, reporting, and payroll-related documentation while ensuring discretion and privacy in all tasks.

Qualifications

• 60 credits or more of higher education or equivalent work experience.
• Three years administrative support experience.
• Excellent interpersonal and customer service skills.
• Excellent organizational skills with ability to multi-task.
• Excellent problem solving and analytical skills.
• Proven ability to manage Excel spreadsheets.
• Ability to maintain confidentiality.
• Experience with Microsoft/SharePoint and Google applications.

Responsibilities

• Provide high-level administrative support to the Dean and Associate Deans, manage calendars and scheduling.
• Coordinate travel arrangements and manage complex workflows.
• Handle time-sensitive documents with secure electronic signatures (DocuSign, Adobe).
• Maintain administrative databases and tracking systems with multi-table queries.
• Assist with events, communications, and faculty/staff initiatives.
• Front office contact for visitors and enrollment support.
• Process forms and manage email inboxes for student/faculty questions.
• Support personnel files, reviews, and faculty evaluation processes.

Skills

Interpersonal skills

Organizational skills

Problem solving

Analytical skills

Excel proficiency

Confidentiality

Microsoft/SharePoint

Google applications

Education

60 credits or more of higher education or equivalent

Tools

Excel

SharePoint

Google apps

Adobe Acrobat

Job description

The University of Maine seeks an Administrative Specialist CL3 to provide confidential, executive-level support across three ELH units. You will manage complex calendars, coordinate travel, and oversee sensitive document workflows using DocuSign and Adobe.

The role includes front-desk duties and coordinating communications for faculty and staff. You will handle databases, reporting, and payroll-related documentation while ensuring discretion and privacy in all tasks.