Administrative Assistant

This is a fully remote position, open to applicants in Maine.

📋 Description

• Oversee shift postings, schedule modifications, and coverage requirements.

• Track staffing shortages, employee absences, and immediate scheduling demands.

• Maintain scheduling tools, trackers, and relevant documentation.

• Provide timely updates to staff and leadership.

• Conduct pre-screening calls for applicants and organize interviews.

• Arrange onboarding processes, training sessions, and shadowing shifts.

• Monitor the completion of hiring and training prerequisites.

• Manage calendars and facilitate meeting coordination.

• Prepare meeting agendas, document minutes, and ensure follow-ups are tracked.

• Compose internal communications and assist with program initiatives.

• Keep accurate records, shared documents, and program resources organized.

• Support data tracking and reporting requirements.

• Ensure all systems and materials are up-to-date and well-structured.

• Draft and disseminate internal updates, reminders, and announcements.

• Promote consistent and clear communication throughout the program.

⛳️ Requirements

• High school diploma with 2–3 years of administrative experience, or an associate degree with 1–2 years of relevant experience.

• Proficient in computer skills, including Microsoft Office suite and Excel.

• Strong organizational, communication, and prioritization abilities.

• Capability to thrive in a fast-paced environment while managing multiple tasks.

• Commitment to respectful, inclusive, and trauma-informed communication with clients and colleagues.

• Must successfully pass a criminal background check, child protective services check, and sex offender check.

• Should not be listed on state or federal suspension and disbarment lists.

🏝️ Benefits

• Generous accrual of paid time off.

• 9 paid holidays each calendar year along with up to 3 floating holidays.

• Comprehensive medical benefits offered at a very reasonable cost.

• Options for dental and vision insurance.

• Agency-sponsored basic life insurance and short-term & long-term disability insurances.

• 403(b) retirement plan with a generous agency match available to all employees.

• Tuition reimbursement offered annually through an application process.