Administrative Assistant Job at Maine Wing Management LLC in Portland

Position Summary:
The Office Administrative Assistant provides general administrative and clerical support to ensure efficient operation of the office. This role involves a wide range of responsibilities including answering phones, recording meeting notes, sending out deliverable action items, maintaining files, and supporting managers staff with various administrative tasks. The ideal candidate is detail-oriented, professional, and capable of handling multiple priorities.

Key Responsibilities:

· Answer, screen, and direct incoming phone calls and emails.

· Maintain organized filing systems (physical and digital).

· Scan and organize incoming mail.

· Make routine bank deposit deliveries.

· Complete administrative updates to portals/online tools, and tasks of operations.

· Prepare and edit documents, reports, and correspondence as requested.

· Order and maintain office supplies and coordinate service requests.

· Assist with data entry, invoicing, and light bookkeeping tasks.

· Support event coordination, travel arrangements, and internal communications.

· Ensure office areas are tidy, stocked, and compliant with safety protocols.

· Perform other administrative duties as assigned by leadership.

Required Skills and Qualifications:

• High school diploma or equivalent (Associate’s or Bachelor’s degree preferred).
• 1–3 years of administrative or office support experience.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and Google Workspace.
• Excellent verbal and written communication skills.
• Strong organizational and time management skills.
• Ability to maintain confidentiality and handle sensitive information.
• Professional demeanor and interpersonal skills.
• Ability to work independently and collaboratively in a team environment.

Physical Requirements:

• Prolonged periods of sitting and working on a computer.
• Ability to lift up to 15–20 pounds occasionally (e.g., office supplies or packages).