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Administrative Support Jobs in Maine

Administrative Assistant

Gotham Biotech

Portland, ME(remote)

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JOB DETAILS
SKILLS
Administrative Skills, Business Administration, Calendar Management, Cloud Computing, Communication Skills, Continuous Improvement, Corporate Compliance, Corporate Policies, Cross-Functional, Detail Oriented, Documentation, Email Management/Administration, Establish Priorities, Google Apps, High School Diploma, Information/Data Security (InfoSec), Inventory Management, Leadership, Meeting Minutes, Microsoft Excel, Microsoft Office, Microsoft Outlook, Microsoft PowerPoint, Microsoft SharePoint, Microsoft Word, Multitasking, Operational Support, Plan Meetings, Presentation/Verbal Skills, Problem Solving Skills, Process Development, Record Keeping, Reporting Skills, Schedule Development, Systems Maintenance, Team Lead/Manager, Time Management, Travel Planning, Writing Skills
LOCATION
Portland, ME(remote)
POSTED
4 days ago

This is a remote position.

Summary:
The Administrative Support Specialist is a key enabler of operational efficiency within our corporate office, providing essential support to executives and cross-functional teams. This role ensures seamless day-to-day operations by managing complex schedules, facilitating clear communication, and maintaining accurate records. By streamizing workflows, preparing critical documentation, and acting as a trusted point of contact, the specialist empowers leadership to focus on strategic priorities. Ideal for early-career professionals, this position offers a dynamic environment to build foundational administrative expertise while contributing directly to organizational success through precision, initiative, and continuous improvement.

Responsibilities:
  • Coordinate and manage detailed calendars and schedules for executives and team leaders, including meeting planning, travel arrangements, and appointment coordination.
  • Handle high-volume email correspondence with accuracy, prioritization, and timely, professional responses.
  • Organize, maintain, and securely store digital and physical records in compliance with company policies and data security standards.
  • Prepare and distribute meeting agendas, minutes, and follow-up action items with consistency and meticulous attention to detail.
  • Assist in the creation of reports, presentations, and other business-critical documents as required.
  • Serve as a primary liaison for internal and external stakeholders, delivering accurate information and responsive, professional support.
  • Support daily office operations by managing supply inventories, coordinating vendor communications, and fulfilling logistical needs.
  • Identify process inefficiencies and recommend data-informed, practical improvements to enhance administrative performance.

Requirements

Requirements:
  • High school diploma or equivalent; associate’s degree or certification in administrative support, business administration, or a related field is preferred.
  • Demonstrated experience in an administrative support role, with less than 3 years of professional experience.
  • Proficient in scheduling tools such as Microsoft Outlook and Google Calendar.
  • Skilled in email management, including triaging, categorizing, and responding to messages efficiently.
  • Experience with organizing and maintaining filing systems across digital and physical formats.
  • Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), along with familiarity with cloud collaboration platforms like SharePoint and Teams.
  • Exceptional written and verbal communication skills, with a professional tone and a strong commitment to accuracy.
  • Ability to manage multiple priorities, meet deadlines, and adapt quickly to shifting demands.
  • Proactive mindset with strong initiative, problem-solving abilities, and the capacity to anticipate needs before they arise.

About the Company

G

Gotham Biotech

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