Staff Administrative Assistant 2

Haley & Aldrich; Portland (ME); On-site; USD 60,000 - 70,000; Full time

Benefits offered by this job

Competitive benefits

Career growth opportunities

Quarterly salary reviews

Job summary

Haley & Aldrich in Portland, ME seeks a Staff Administrative Assistant 2 to provide strong office administration, proofreading, and document production support for multiple projects. The role emphasizes meeting coordination, front desk duties, and travel arrangements in a busy Portland office.

The ideal candidate has 4+ years of admin support experience, advanced MS Office skills, and a Notary Public qualification or willingness to obtain one.

Qualifications

• 4+ years in a professional administrative support position, with consulting industry, legal, or contract experience preferred.
• Bachelor’s degree preferred or combined education and experience.
• Must be highly proficient with all Microsoft Office 365 applications (Word, Excel, PowerPoint, Outlook), as well as MS Teams and Adobe Acrobat DC Pro.
• Possess intermediate skills in MS Visio and MS Project. SharePoint or gINT experience is a plus.
• Must have experience working with large Word documents created from templates, applying styles, and table of contents.
• Must possess outstanding proofreading/technical editing skills.
• Experience using Microsoft Teams for scheduling/hosting virtual meetings is preferred.
• Experience in assisting staff with professional licenses is a plus.
• Must be resourceful and able to work proactively and under pressure to meet deadlines.
• Excellent time management and multitasking abilities, as well as strong verbal/written interpersonal skills.
• Current Notary Public, or willing/able to become one.

Responsibilities

• Be a reliable, go-to resource in this collaborative office and have the attitude, willingness, and initiative to pitch in wherever needed in the local office or virtually across the company.
• Proofread and copy edit technical documents, with emphasis on grammar, sentence structure, punctuation, formatting to our style guidelines, consistency, neatness, and attention to detail.
• Produce/assemble large PDF documents using Adobe Acrobat DC Pro including converting to/from PDF, combining files, using navigational tools, creating forms, and securing documents.
• Produce/edit spreadsheets, charts and graphs, pivot tables.
• Provide general office management services in a professional manner, including front desk administration tasks, maintaining office equipment and supplies, and keeping common areas orderly.
• Act as the “face of the company” by greeting visitors, answering main office phone, routing calls, and handling mailing/packages.
• Schedule, coordinate, and support on/off-site meetings, conferences, office activities, and Teams meetings, and arrange travel.
• Coordinate and assist with new hire orientations and training in the local office.
• Participate in monthly national Administrative group meetings to stay updated on admin topics and share knowledge.

Skills

Administrative support

Proofreading

Time management

Multitasking

Communication skills

Notary Public

Education

Bachelor’s degree preferred

Tools

Microsoft Office 365

MS Teams

Adobe Acrobat DC Pro

MS Visio

MS Project

SharePoint

gINT

Job description

Staff Administrative Assistant 2

Portland, ME, United States | req2170

Find your path and enjoy the journey at Haley & Aldrich. With us, you’ll tackle clients’ most meaningful challenges in the built and natural environments – and, in turn, build stronger communities. You’ll work with teams of passionate colleagues, driven by a commitment to technical excellence and continuous learning.

As a company, we aim to build a world where communities go beyond resilience, embracing change as an opportunity to enhance safety, well‑being, and quality of life. Join us to accelerate this vision and your professional development.

We are looking to add new talent to our growing team! We are currently seeking a Staff Administrative Assistant 2, who will demonstrate strong overall office administration skills, as well as a high level of proficiency in proofreading/copy editing of documents and other support activities. We are a progressive company with many different service areas focused on technical innovation and diversity. As such, we value and support internal growth and development. Join our Team of administrative professionals as we foster collaborative teamwork and learning in the support of various projects and other opportunities! This is a full-time position located in our Portland, ME office.

DUTIES/RESPONSIBILITIES

In this position, you will:

• Be a reliable, go‑to resource in this collaborative office and have the attitude, willingness, and initiative to pitch in wherever needed in the local office or virtually across the company.
• Proofread and copy edit technical documents, with an emphasis on grammar, sentence structure, punctuation, formatting to our style guidelines, consistency, neatness, and strong attention to detail for overall quality.
• Produce/assemble large PDF documents using Adobe Acrobat DC Pro including converting to/from PDF, combining files, using navigational tools, creating forms, and securing documents.
• Produce/edit spreadsheets, charts and graphs, pivot tables.
• Provide general office management services in a professional manner, including front desk administration tasks, maintaining office equipment and supplies, and maintaining all common areas including the front lobby, reception, and kitchen/break areas.
• Act as the “face of the company” by greeting/welcoming all visitors in a polite and professional manner, answer main office phone and route calls, and handle all mailing and packages.
• Schedule, coordinate, and support on- or off‑site meetings, conferences, office activities, and Microsoft Teams meetings, as well as handle travel arrangements.
• Coordinate and assist with new hire orientations and training in the local office.
• Participate in and contribute to monthly national Administrative group meetings to keep up to date on all admin‑related topics including company news and information and changes that affect the group, as well as knowledge sharing presentations and discussion where you have the opportunity to share your experience and skills.

SKILLS/EXPERIENCE

Minimum Skills and Requirements:

• 4+ years in a professional administrative support position, with consulting industry, legal, or contract experience preferred.
• Bachelor’s degree preferred or combined education and experience.
• Must be highly proficient/advanced with all Microsoft Office 365 applications (Word, Excel, PowerPoint, Outlook), as well as MS Teams and Adobe Acrobat DC Pro.
• Possess intermediate skills or better in MS Visio and MS Project. SharePoint or gINT experience is a plus.
• Must have experience working with large Word documents created from templates, applying styles, and table of contents.
• Must possess outstanding proofreading/technical editing skills.
• Experience using Microsoft Teams for scheduling/hosting virtual meetings is preferred.
• Experience in assisting staff with professional licenses is a plus.
• Must be resourceful and possess the drive and ability to work proactively and work well under pressure in order to meet project deadlines.
• Excellent time management and multitasking abilities, as well as the capacity to prioritize tasks.
• Excellent verbal, written, and interpersonal skills.
• Current Notary Public, or willing/able to become one.

The salary range for this position in Portland, ME is $60,000 - $70,000. Actual compensation will be based upon a variety of factors such as education, related work experience, certificates, skills, and current market conditions. Haley & Aldrich reviews salary ranges each quarter to assess competitiveness with the market.

About Haley & Aldrich

Haley & Aldrich is committed to delivering the value our clients need from their capital, operations, and environmental projects. Our team of 1,000+ engineers and scientists across the United States draw inspiration from one mission: to work closely with clients as they navigate change to create safer, more robust places to live and work. Since our founding in 1957, organizations across the public and private sectors have relied on us for technical excellence and empathetic leadership that achieve results and secure a thriving tomorrow. Learn more at haleyaldrich.com.

Haley & Aldrich is an equal opportunity employer. All qualified applications will receive consideration for employment without regard to gender, race, age, disability, veteran, or any other legally protected status. We offer excellent career growth, a highly competitive total compensation plan, and a solid benefits package.

ACCOMMODATIONS FOR APPLICANTS WITH DISABILITIES AND LIMITED ENGLISH PROFICIENCY

Haley & Aldrich, an equal opportunity employer committed to a diverse workforce. In order to ensure reasonable accommodation for individuals protected by Section 503 of the Rehabilitation Act of 1973, the Vietnam Veterans´ Readjustment Act of 1974, Title I of the Americans with Disabilities Act of 1990 and pursuant to Executive Order 13166, applicants with disabilities or limited English proficiency that require accommodation in the job application process may contact 1-617-886-7400 for assistance.

Equal employment opportunity, including veterans and individuals with disabilities.

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