Executive assistant jobs in Maine - 85 jobs

Provides senior level administrative support to an incumbent(s) who holds a position at the Chief or Vice President level. Key Responsibilities and Essential Functions Establishes and operates an efficient office by performing a wide range of complex administrative tasks. Manages an extremely active calendar of appointments. Completes expense reports. Receives and prioritizes correspondence and acts in drafting correspondence, forwarding for action, and/or distributing for information. Organizes meetings and events, including preparation of materials and presentations, and coordinating all logistics. Obtains, compiles and extracts information from a variety of resources to prepare documents, reports, and briefing papers. Edits, proofs, and formats a wide variety of documents. Prepares draft meeting minutes and circulates to participants. Coordinate all travel arrangements. Initiates purchase requisitions for supplies, services, and equipment. Assists in budget development by updating all budget files, assessing, and making appropriate recommendations on expenditure levels and other related financial issues based on analysis of previous yearly trends and expenditures. Performs other related duties as needed and assigned. Knowledge, Skills, and Abilities Proven ability to handle confidential information with discretion. Knowledge of administrative processes would typically be acquired through work experience in a professional business environment working with senior level management. Writing skills are sufficient to compose complex and executive level correspondences. Proficient with MS Office, conference platforms (e.g., Zoom, Teams, etc.), and enterprise programs (e.g., HRIS, financial systems, travel programs, etc.). Financial acumen to assist with budget development and monitoring. Demonstrated success in managing multiple projects to successful completion with demanding deadlines and changing priorities. Demonstrated ability to work collaboratively, lead, and administer projects of JAX wide importance. Excellent project and event management skills. Strong interpersonal skills to work in a high-profile environment requiring discretion, judgment, tact, and diplomacy. Must be flexible and available for after-hours support. Required: HS Diploma/GED Preferred: Bachelor's degree Required: 5 years exp Preferred: 8 years exp Pay Range: $69,711 - $90,624 #CA-NL6 About JAX: The Jackson Laboratory is an independent, nonprofit biomedical research institution with a National Cancer Institute-designated Cancer Center and nearly 3,000 employees in locations across the United States (Maine, Connecticut, California), Japan and China. Its mission is to discover precise genomic solutions for disease and empower the global biomedical community in the shared quest to improve human health. Founded in 1929, JAX applies over nine decades of expertise in genetics to increase understanding of human disease, advancing treatments and cures for cancer, neurological and immune disorders, diabetes, aging and heart disease. It models and interprets genomic complexity, integrates basic research with clinical application, educates current and future scientists, and provides critical data, tools and services to the global biomedical community. For more information, please visit *********** . EEO Statement: The Jackson Laboratory provides equal employment opportunities to all employees and applicants for employment in all job classifications without regard to race, color, religion, age, mental disability, physical disability, medical condition, gender, sexual orientation, genetic information, ancestry, marital status, national origin, veteran status, and other classifications protected by applicable state and local non-discrimination laws.

Secretarial/Clerical/Executive Assistant EXECUTIVE ASSISTANT TO THE SUPERINTENDENT Located a half mile from the Atlantic Ocean and 15 minutes from Portland, RSU 23 is a 650-student, three-school district seeking an Executive Assistant to the Superintendent to join our central office team. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality. The ideal candidate is a self-starter who works independently, takes initiative, and thrives in a fast-paced environment where adaptability and proactive problem-solving are essential. The Executive Assistant to the Superintendent will support the mission of RSU 23 schools and assist with tasks necessary for the efficient operations of the district. START DATE: Immediate, with consideration given to the selected candidate's transition timeline. BENEFITS: This position is an outstanding opportunity for a highly-motivated executive assistant to assume a pivotal role within our school district. Compensation for this role is competitive and the starting salary will be commensurate with candidate experience. Benefits include health, dental, vision, prescription drug coverage, long-term disability, and group life insurance. Paid time off benefits include vacation, sick and personal time, as well as holidays. This position is covered under the Maine Public Employees Retirement System. CERTIFICATION REQUIREMENTS: Bachelors degree and at least 3 years of related work experience Hold or be eligible for a State of Maine Criminal History Records Check EQUAL OPPORTUNITY EMPLOYER: RSU 23 is committed to maintaining a work and learning environment free from discrimination on the basis of race, color, age, sex, sexual orientation, gender identity, physical/mental disability, religion, ancestry, national origin or place of birth, familial status, pregnancy, genetic information, marital/civil union status, citizenship status, veteran status, or political affiliation as defined and required by state and federal laws. Additionally, we prohibit retaliation against individuals who oppose such discrimination and harassment or who participate in an equal opportunity investigation. APPLICATION PROCEDURE: Apply Online Applications will be accepted until January 23, 2026. Qualified candidates will be contacted by phone. Contact Cynthia Potenza, RSU 23 Human Resources Manager, if you have any questions regarding the online application process at ************ x1925.

**_What IT Infrastructure & System Administration contributes to Cardinal Health_** Information Technology oversees the effective development, delivery, and operation of computing and information services. This function anticipates, plans, and delivers Information Technology solutions and strategies that enable operations and drive business value. IT Infrastructure & System Administration develops, implements and governs standard IT policies and procedures and oversees the enterprise infrastructure. This job family assesses system health, manages system resources, and provides operational support for the organization's databases. IT Infrastructure & System Administration also manages the organization's server and storage environments and operations, including selecting and managing virtual and physical vendors. We are seeking a highly skilled **Business Analyst** with expertise in **ServiceNow Enterprise Architecture Workspace** and **Configuration Management Database (CMDB)** . In this role, you will act as a bridge between business stakeholders and technical teams, ensuring accurate configuration data and enabling enterprise architecture insights that drive IT service excellence. **Key Responsibilities** **Project & Stakeholder Management** + Develop and maintain project plans, track progress, and communicate updates to stakeholders. + Manage expectations and align deliverables with IT policies, resource constraints, and best practices. **Requirements Gathering & Analysis** + Collaborate with stakeholders to gather and analyze business requirements for EA Workspace and CMDB. + Create process flows, data models, and wireframes to document requirements clearly. + Translate business needs into functional specifications and user stories. **ServiceNow Expertise** + Configure and optimize CMDB data models to ensure data integrity and compliance with enterprise architecture standards. + Support CI lifecycle management and maintain accurate CI relationships. + Work closely with ServiceNow developers and architects to implement solutions. + Conduct surveys, gap analysis and recommend improvements to existing ServiceNow processes. **Testing, Documentation and Training** + Create and execute test cases; manage UAT and obtain user acceptance sign-off. + Maintain documentation including workflows, data dictionaries, and training materials. + Leverage business knowledge to drive process improvements and enhance system usability. + Provide trainings to stakeholders **_Qualifications_** + 4-8 years of experience, preferred as a Business Analyst in ITSM environments. + Bachelor's degree in related field, or equivalent work experience, preferred + Minimum 2 years hands-on experience with **ServiceNow EA Workspace (Application Portfolio Management)** , **CSDM** , and **CMDB** modules. + ServiceNow certifications (CSA, CIS for CMDB/APM). + ITIL v3/V4 Foundation certification. + Experience implementing systems using Agile methodology. + Strong analytical, problem-solving, and communication skills. + Proficiency in tools such as Lucid charts, MS Word, MS Excel, and collaborative platforms like Google Drive. **_What is expected of you and others at this level_** + Applies comprehensive knowledge and a thorough understanding of concepts, principles, and technical capabilities to perform varied tasks and projects + May contribute to the development of policies and procedures + Works on complex projects of large scope + Develops technical solutions to a wide range of difficult problems + Solutions are innovative and consistent with organization objectives + Completes work; independently receives general guidance on new projects + Work reviewed for purpose of meeting objectives + May act as a mentor to less experienced colleagues **Anticipated salary range:** $80,900 - $127,050 **Bonus eligible:** No **Benefits:** Cardinal Health offers a wide variety of benefits and programs to support health and well-being. + Medical, dental and vision coverage + Paid time off plan + Health savings account (HSA) + 401k savings plan + Access to wages before pay day with my FlexPay + Flexible spending accounts (FSAs) + Short- and long-term disability coverage + Work-Life resources + Paid parental leave + Healthy lifestyle programs **Application window anticipated to close:** 12/31/2025 *if interested in opportunity, please submit application as soon as possible. The salary range listed is an estimate. Pay at Cardinal Health is determined by multiple factors including, but not limited to, a candidate's geographical location, relevant education, experience and skills and an evaluation of internal pay equity. _Candidates who are back-to-work, people with disabilities, without a college degree, and Veterans are encouraged to apply._ _Cardinal Health supports an inclusive workplace that values diversity of thought, experience and background. We celebrate the power of our differences to create better solutions for our customers by ensuring employees can be their authentic selves each day. Cardinal Health is an Equal_ _Opportunity/Affirmative_ _Action employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, ancestry, age, physical or mental disability, sex, sexual orientation, gender identity/expression, pregnancy, veteran status, marital status, creed, status with regard to public assistance, genetic status or any other status protected by federal, state or local law._ _To read and review this privacy notice click_ here (***************************************************************************************************************************

Job Description CORE RESPONSIBILITIES: Performs scheduling function for various meetings, including maintaining calendars, inviting/confirming attendees for meetings, booking conference rooms, ordering/picking up food when necessary and traveling to other locations as needed Provides administrative support to various Board Committees, as needed Maintains electronic filing system to allow for organized retention of and reference to important corporate records, documents and information Maintains exceptional record keeping and tracking system of Shareholder Progressions and Officer Terms Oversees and maintains inventory of office supplies and associated administrative suite/kitchen supplies Initiates IT and Facilities help desk tickets and tracks progress until resolved Collects and codes receipts and invoices for the Executive Suite Collaborates effectively with other Administrative and Executive Assistants, including providing staffing coverage, as needed Performs various other duties and projects assigned Maintains strict confidentiality in alignment with HIPAA (Health Insurance Portability and Accountability) guidelines and InterMed policies Perform other duties to support the mission, vision and values of InterMed MISSION AND VALUES: Follows InterMed's mission to provide patient-centered primary care, putting the patient first to deliver high quality, high value care. Provide the highest quality care to our patients with a level of service that exceeds their expectations. Maintain a positive attitude and always treat our patients and each other with dignity and respect. Insist on honesty and integrity from each other and our business partners. Make teamwork a core component of our relationships between physicians, staff, and patients. Embrace change to better serve our patients. Use business practices that feature individual accountability and group responsibility to ensure delivery of high value healthcare. Have fun as we carry out our mission to serve. KNOWLEDGE, SKILLS, AND ABILITIES: · Education: Associate's Degree preferred · Experience: 3 years of previous administrative experience required Executive-level administrative support experience preferred Problem solve to find solutions to barriers that may impede progress Excellent communication skills: listening, oral and written Demonstrated ability to communicate and work effectively with all levels of employees Able to handle sensitive information and maintain confidentiality Ability to prioritize, organize, and plan work independently Ability to make decisions using sound judgment Strong computer skills; Microsoft Word, Excel, Access, and PowerPoint

Join our Growing Team and see why Summit Utilities, Inc was named as one of the Fastest Growing Denver Area Private Companies 2019 and 2020; Best Places to Work in Maine 2019, 2020, 2021, 2022 and 2023; and Best Places to Work in Arkansas 2020 and 2023, Oklahoma 2022 and 2023 and Missouri 2023. Summit was also recently named one of Forbes 2023 America's Best Small Employers. Summit is a growing natural gas utility providing safe, reliable and clean burning natural gas service to homes and businesses in Arkansas, Colorado, Maine, Missouri, Oklahoma, and Texas. Being part of the Summit team means embracing excellence and innovation, committing to safety each and every day, and doing all that we can to serve each other, our customers and the communities where we live. We aim to bring warmth and energy to everything we do. We have an exciting opportunity for a Executive Assistant to CEO based in Portland, ME. Summit is a growing natural gas utility providing safe, reliable, and clean burning natural gas service to homes and businesses in Arkansas, Colorado, Maine, Missouri, Oklahoma, and Texas. Being part of the Summit team means embracing excellence and innovation, committing to safety each and every day, and doing all that we can to serve each other, our customers, and the communities where we live. We aim to bring warmth and energy to everything we do. POSITION SUMMARY Provides administrative support to executive leaders while assisting other departments with key responsibilities. PRIMARY DUTIES AND RESPONSIBILITIES Executive level administrative support Planning, organizing, and managing executives' calendars, resolving overlapping commitments, and protecting time for priorities. Coordinating logistics for meetings, including travel and hotel accommodations and other arrangements including meals, reservations, and communications. Coding and processing executives' expense reports and invoices. Creating PowerPoint presentations and accompanying material. Managing a variety of special projects for executives and others, while maintaining a high level of confidentiality Board of Directors support Provide support to the Board of Directors, including: Managing logistics for quarterly Board meetings, including lodging, food and transportation Scheduling dinners and other events. Processing expenses for reimbursement. Office Management Providing support for office space hoteling by visiting or remote team members. Management of office supplies. Maintaining distribution lists for internal communications. Interfacing with building management and facilities department for resolution of office facility issues. Oversight of cleaning crews and coordination with other vendors as needs arise. Assist with building moves or other office space needs. Planning and coordination of social events for employees. Other duties as assigned. Management of Documentation Database Maintain database of documentation consisting of policies, forms and procedures, including: Final review and formatting of documents created by others. Creation of fillable PDF forms from Word documents. Uploading documentation to company intranet. Maintaining archive system of outdated documentation. Provide backup for team of other Executive Assistants. Support other Executive Assistants across the organization by providing help with large projects, logistics, or whatever is needed to get the job done. Provide backup for vacations. EDUCATION AND WORK EXPERIENCE Bachelor's degree preferred or equivalent experience. 3 or more years' experience in an administrative role in a corporate environment. KNOWLEDGE, SKILLS, ABILITIES Willingness to assist with any request with a positive attitude and exhibit a high level of professionalism when dealing with employees, contractors, and vendors. Must be a self-starter who can recognize where processes can be improved and takes the initiative to improve them. Ability to be one step ahead and anticipate the needs of the company, resourceful and results oriented. Ability to proactively manage the day-to-day schedule of a C-level executive. Exceptional attention to detail and sense of urgency in resolving issues. Strong written and verbal communication skills. Outstanding time management and organizational skills. Incredible work ethic and follow through. Ability to take initiative and solve problems independently. Ability to multi-task and work efficiently in a high-paced environment. High level of proficiency with Microsoft Office tools including Word, Excel, PowerPoint and Outlook. Requires an individual with a proven record of maintaining confidential information with discretion. Demonstrates a high level of dependability and reliability exhibited by being punctual and fulfilling all commitments. Summit offers competitive pay and medical/dental/vision and other benefits that provide flexibility, choice, and support to our employees when they need it most. We understand that home and family are essential pieces of your life, and our benefits are designed to support you both at work and at home. Summit Utilities, Inc. is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, or protected veteran status and will not be discriminated against on the basis of disability or veteran status.

BerryDunn is seeking an Executive Assistant to provide support to the Senior Executive Assistant and the Leadership Team. This position offers an excellent opportunity for individuals who value teamwork, collaboration, and independent work, while allowing for professional growth within the organization. The primary responsibilities include managing daily calendars for firm executives, scheduling meetings, preparing meeting materials, compiling reports, performing data entry, and drafting various documents such as meeting minutes and presentations. As experience is gained, additional duties may be assigned. The successful candidate will demonstrate reliability, strong organizational skills, and the ability to foster and maintain professional relationships, while consistently upholding confidentiality and professionalism. This position is located in Portland, Maine, and reports directly to the Senior Executive Assistant. Travel Expectations: Anticipated regional travel to be around 10% per year. You Will Oversee and coordinate scheduling for key firm executives Organize and arrange appointments and meetings Plan and manage travel and meeting logistics, including hotel accommodations, air travel, car rentals, conference room reservations, parking arrangements for guests, and coordination of refreshments for meetings Support the preparation of reports and perform data entry tasks Input and monitor IT request updates and completions through Servicelink Provide assistance to the Senior Executive Assistant with project management and event planning Develop PowerPoint presentations and reports for meetings and virtual events Draft meeting minutes, action items, and correspondence as requested Provide administrative support for designated firm committees Maintain electronic filing systems in an organized manner Offer support to other departments and teams as needed You Have 3-7 years of administrative experience within a professional services setting. Comprehensive knowledge of Office 365 applications, including Outlook, Word, Excel, PowerPoint, and Adobe Acrobat. Exceptional professionalism and maintains a polished demeanor. The highest standards of confidentiality, at all times. Outstanding time management and effective prioritization of tasks. Capability to work independently, as well as collaboratively, within a team environment. Strong organizational skills and meticulous attention to detail. Proficient oral and written communication. Advanced emotional intelligence and demonstrate sound business judgment. Ability to take initiative; ability to multitask, prioritize assignments, and meet established deadlines. A demonstrated ability to take direction from multiple professionals. Compensation Details The base salary range targeted for this role is $60,000 - $66,000. This salary range represents BerryDunn's good faith and reasonable estimate of the range of possible compensation at the time of posting. If an applicant possesses experience, education, or other qualifications more than the minimum requirements for this posting, that applicant is encouraged to apply, and a final salary range may then be based on those additional qualifications; compensation decisions are dependent on the facts and circumstances of each case. The salary of the finalist selected for this role will be based on a variety of factors, including but not limited to, years of experience, depth of experience, seniority, merit, education, training, amount of travel, and other relevant business considerations. BerryDunn Benefits & Culture Our people are what make BerryDunn special, and in return we strive to support our employees and help them thrive. Eligible employees have access to benefits that go beyond what's expected to support their physical, mental, career, social, and financial well-being. Visit our website for a complete list of benefits and a look into our culture: Experience BerryDunn. We will ensure that individuals are provided reasonable accommodation to participate in the job application or interview process or perform essential job functions. Please contact ********************* to request an accommodation. We are committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender, gender identity or expression, or veteran status. We are proud to be an equal opportunity workplace. About BerryDunn BerryDunn is the brand name under which Berry, Dunn, McNeil & Parker, LLC and BDMP Assurance, LLP, independently owned entities, provide services. Since 1974, BerryDunn has helped businesses, nonprofits, and government agencies throughout the US and its territories solve their greatest challenges. The firm's tax, advisory, and consulting services are provided by Berry, Dunn, McNeil & Parker, LLC, and its attest services are provided by BDMP Assurance, LLP, a licensed CPA firm. BerryDunn is a client-centered, people-first professional services firm with a mission to empower the meaningful growth of our people, clients, and communities. Led by CEO Sarah Belliveau, the firm has been recognized for its efforts in creating a diverse and inclusive workplace culture, and for its focus on learning, development, and well-being. Learn more at berrydunn.com. #BD_OPS Don't See A Match For You At This Time? We invite you to join our Talent Connection and let's stay in touch

H2O America is actively seeking talented, driven and effective applicants for the position of Executive Assistant (Shared Services) to join our dynamic team. We offer a challenging and rewarding work environment along with a competitive salary and an excellent benefits package. H2O America is the parent organization of the following subsidiary companies: San Jose Water, Connecticut Water, Maine Water, and Texas Water. We sustain life by delivering high-quality water and exceptional service while investing in the health and vitality of the communities we serve. The Executive Assistant, provides confidential executive level administrative support to Shared Services executive team members across H2O America including the Chief Information Officer, VP, Information Security Officer, and VP of Corporate Communications. The Executive Assistant thrives in a fast-paced environment, possesses excellent communication skills, and is detail-oriented. They will provide high-level administrative support by effectively managing complex schedules, coordinating communications and travel, as well as executive key administrative, clerical, and secretarial tasks to ensure operational excellence that aligns with the company's mission, vision, and values. Key Responsibilities * Provides executive support and performs technical and administrative duties in support of senior leadership. * Manages an active daily and long-term calendar including the scheduling of meetings, off-site events, and other necessary appointments. * Screens and prioritizes incoming communications to ensure timely responses and appropriate redirection. * Prepares documents and presentations, as well as maintains files and correspondence for relevant meetings. * Arranges complex and detailed travel plans, itineraries, and agendas as needed. * Collaborates on event planning and coordination of company-wide events. * Regularly collaborates with other members of H2O America Executive Support staff to coordinate key tasks that support senior leadership initiatives. * Builds positive relationships with internal staff, senior leaders, and relevant stakeholders. * Organizes and manages receipts and processes expense reports. * Executes timecard approvals/process, as needed. * Composes and prepares high-level and confidential correspondence. * Performs other duties or special projects as required or as assigned. * Travel as needed. Additional Core Responsibilities * Prepares agendas, takes meeting minutes, and ensures timely follow-up on action items. * Supports cross-functional initiatives by tracking timelines, deliverables, and stakeholder communications. * Maintains discretion and confidentiality in handling sensitive information, including HR, legal, and financial matters. * Utilizes internal systems (e.g., SharePoint, Teams, CoPilot, Workday) to manage workflows, documents, and approvals. * Coordinates office logistics such as supplies, equipment, and space planning in collaboration with Facilities or Operations. * Assists with onboarding vendors, assists with contracts, and liaises with Procurement or Legal as needed. * Works with vendors to schedule meetings for projects or specific processes (e.g., SOX walkthroughs, internal audit risk assessments). * Gathers and synthesizes information for executive briefings, board meetings, or external engagements. * Assists in coordinating communications and logistics during urgent or sensitive organizational matters. * Addresses accounts payable matters including research and coding of invoices. Additional Responsibilities: * Leads planning and execution of local office events such as service anniversaries, birthday celebrations, stakeholder visits, and other culture-building activities, including food ordering, setup/teardown, and vendor coordination. * Serves as the primary point of contact for local event logistics, ensuring seamless execution of recurring and ad hoc events at the site level. * Supports subsidiary-level hosting and hospitality, managing logistics for leadership visits including space preparation and catering. Location: This role may report out of any of our subsidiary locations, including: Connecticut Water: 93 W Main St. Clinton, CT 06413 Maine Water: 93 Industrial Park Rd. Saco, ME San Jose Water: 110 W. Taylor Street, San Jose, CA 95110 Texas Water: 1399 Sattler Rd, New Braunfels, TX 78132 Job Grade: SJW: 37S TWC: 37S CTWS: 7S Salary: SJW: $88,434.00 - 141,474.00 TX: $66,198 - $105,876 CTWS: $75,582 - $136,068 EEO Statement Our company provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics.

A Municipality is seeking a highly organized and proactive Executive Assistant to provide comprehensive administrative support to senior officials. This role involves managing calendars, coordinating projects, handling correspondence, and ensuring smooth office operations. The ideal candidate will possess strong office management skills, excellent communication abilities, and proficiency with with Google Suite.

We are seeking a highly organized and proactive Executive Administrative Coordinator to provide comprehensive administrative and operational support to company leadership and broader organization. This role is essential in ensuring the smooth execution of day-to-day administrative functions, document management, and executive support, including handling various office and operational tasks. Key Responsibilities: Manage document storage, file upload inloading Review mail, organize, scan appropriatly Support executive leadership with scheduling, calendar management, and coordination of team meetings. Capture meeting notes, track action items, and follow up with participants to ensure timely completion. Coordinate and organize team events, including logistics and vendor management. Order office supplies upon need. Perform a variety of executive support tasks, including running errands (e.g., bank deposits, vehicle maintenance, city hall visits). Assist with miscellaneous administrative and operational needs as required. Qualifications: Strong organizational skills with the ability to manage multiple priorities effectively. Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and Google Workplace Apps (gmail, docs, sheets, calendar), general comfort with digital tools for scheduling and document management. Excellent written and verbal communication skills. Ability to handle sensitive information with discretion. Reliable transportation for completing external tasks (e.g., errands, deliveries). Position Overview: We are seeking a highly organized and proactive Executive Administrative Coordinator to provide comprehensive administrative and operational support to company leadership and broader organization. This role is essential in ensuring the smooth execution of day-to-day administrative functions, document management, and executive support, including handling various office and operational tasks. Key Responsibilities: Manage document storage, file upload inloading Review mail, organize, scan appropriatly Support executive leadership with scheduling, calendar management, and coordination of team meetings. Capture meeting notes, track action items, and follow up with participants to ensure timely completion. Coordinate and organize team events, including logistics and vendor management. Order office supplies upon need. Perform a variety of executive support tasks, including running errands (e.g., bank deposits, vehicle maintenance, city hall visits). Assist with miscellaneous administrative and operational needs as required. Qualifications: Strong organizational skills with the ability to manage multiple priorities effectively. Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and Google Workplace Apps (gmail, docs, sheets, calendar), general comfort with digital tools for scheduling and document management. Excellent written and verbal communication skills. Ability to handle sensitive information with discretion. Reliable transportation for completing external tasks (e.g., errands, deliveries).

The University of Southern Maine's Office of Admissions is seeking an Administrative Specialist CL2. supports the daily operations of the office including, but not limited to: Providing a full range of communications, both verbally and in writing, regarding non-routine questions, issues and procedures. Handling the most complex and sensitive customer/student requests requiring a comprehensive understanding of relevant policies, procedures and rules. Preparing individualized responses for non-routine and/or escalated issues. Planning and coordinating complex projects and events including related budgeting. The ideal candidate will bring strong administrative expertise, outstanding communication skills, and a dedication to supporting a vibrant academic setting. The role requires discretion and the ability to manage confidential information concerning students and faculty. This position offers the opportunity to contribute to a collaborative and engaging environment that advances scientific learning and research. The Office of Admissions at the University of Southern Maine (USM) guides prospective students through the exploration, application, and enrollment process. The office provides personalized support to first-year, transfer, and graduate applicants; builds relationships with schools and community partners; and represents USM at events on and off campus. Admissions play a key role in helping students understand USM's programs, values, and opportunities while contributing to the university's enrollment goals. This Administrative Specialist position will pay a starting rate of $19.61/hour for a new hire or the appropriate transfer rate for a current employee with the University of Maine System. This position is a full-time position based on our Portland Campus. This position provides a terrific opportunity to pursue a bachelor's or advanced degree through the university's generous tuition waiver benefit. The University of Southern Maine offers highly competitive benefits for full-time and eligible part-time employees that includes (but is not limited to): 13 paid holidays plus earned vacation time and sick time Health, dental and vision insurance Low-cost short-term disability insurance and employer-paid long-term disability insurance Employer-paid basic life insurance and supplemental life insurance A tuition waiver program for employees and their spouse or dependent child(ren) A 403(b)-retirement plan with employer contribution Free access to the METRO system, including the Husky Line with service between our Portland and Gorham campuses To learn more, please review the Benefits Information Summary. The University of Southern Maine is a vibrant academic community located in the greater Portland, Maine area, including campuses in Portland, Gorham, Lewiston, and online. USM is part of the University of Maine System and offers a comprehensive array of undergraduate and graduate programs, emphasizing hands-on learning, community engagement, and interdisciplinary collaboration. With a highly engaged student-centered learning environment, USM is a steward of higher education, helping drive the economic, cultural, and civic life in the communities where our campuses are located and beyond. USM is committed to providing expanded access to high-quality education that elevates economic opportunity and contributes significantly to the vitality of a diverse society. To learn more about USM, visit About Our University. The University of Southern Maine fosters a welcoming and supportive campus environment that respects and appreciates diverse perspectives, enhancing teaching, learning, personal growth, and overall institutional achievement. We welcome applications from candidates of all backgrounds who share our dedication to academic excellence and the enrichment of our community. We are dedicated to our Service Promise, Student Focused Every Day and seek a team member who embraces this commitment and upholds our core values of Respect & Care, Integrity, Equity, and Responsiveness. Required Qualifications: High school diploma or equivalent (G.E.D.) or international degree equivalency 1+ years of administrative support experience Excellent communication and customer service skills Computer proficiency, including experience working with spreadsheets Ability to handle confidential information related to students and faculty To apply, click on ‘Apply Now' or visit our USM Careers Page and submit the following: Cover Letter Resume/Curriculum Vitae Finalist candidates will be asked to provide a list of the names and contact information for references For full consideration please submit all required materials by January 19, 2026. We are not able to consider applicants who require Visa sponsorship support. Appropriate background screening will be conducted for the successful candidate. Clery Act: The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, or Clery Act, mandates that all Title IV institutions, such as the University, prepare, publish, and distribute an Annual Security Report (ASR), and provide notice of the availability of the ASR to all prospective employees. This report consists of two basic parts: disclosure of the University's crime statistics for the past three calendar years; and disclosures regarding the University's current campus security policies. View the University's Annual Security Report (PDF). If you wish to have a paper copy of the ASR or need to have a copy of the ASR in an accessible format, the University will provide such a copy upon request. Please contact our Public Safety Office at ************. EEO Statement: The University of Maine System (the System) is an equal opportunity institution committed to fostering a nondiscriminatory environment and complying with all applicable nondiscrimination laws. Consistent with State and Federal law, the System does not discriminate on the basis of race, color, religion, sex, sexual orientation, transgender status, gender, gender identity or expression, ethnicity, national origin, citizenship status, familial status, ancestry, age, disability (physical or mental), genetic information, pregnancy, or veteran or military status in any aspect of its education, programs and activities, and employment. The System provides reasonable accommodations to qualified individuals with disabilities upon request. If you believe you have experienced discrimination or harassment, you are encouraged to contact the System Office of Equal Opportunity and Title IX Services at 5713 Chadbourne Hall, Room 412, Orono, ME 04469-5713, by calling ************, or via TTY at 711 (Maine Relay System). For more information about Title IX or to file a complaint, please contact the UMS Title IX Coordinator at ************************

When you join the team at Unum, you become part of an organization committed to helping you thrive. Here, we work to provide the employee benefits and service solutions that enable employees at our client companies to thrive throughout life's moments. And this starts with ensuring that every one of our team members enjoys opportunities to succeed both professionally and personally. To enable this, we provide: Award-winning culture Inclusion and diversity as a priority Performance Based Incentive Plans Competitive benefits package that includes: Health, Vision, Dental, Short & Long-Term Disability Generous PTO (including paid time to volunteer!) Up to 9.5% 401(k) employer contribution Mental health support Career advancement opportunities Student loan repayment options Tuition reimbursement Flexible work environments *All the benefits listed above are subject to the terms of their individual Plans . And that's just the beginning… With 10,000 employees helping more than 39 million people worldwide, every role at Unum is meaningful and impacts the lives of our customers. Whether you're directly supporting a growing family, or developing online tools to help navigate a difficult loss, customers are counting on the combined talents of our entire team. Help us help others, and join Team Unum today! General Summary:Provides high-level administrative support by conducting research, preparing statistical reports, handling information requests, proactively provide support and partnership to manager and performing routine administrative services for manager and staff. May also coordinate, train and mentor other administrative staff. Principal Duties and Responsibilities: Proactively manages their managers' time, travel, and expenses. Understands what is going on in the organization in order to anticipate needs. May also support the same for manager's direct reports. Act as liaison/represent manager with the Board, customers and others. Manages internal and external communications from and through the manager's office. Provide data and information in preparation for meetings and to keep manager apprised of business issues. May require assembling reports containing data from several sources as well as taking concepts and creating exhibits that include research and analysis for a variety of presentations to internal and external audiences. Manage special projects as assigned, could include: coordinating projects, status updates, coordinating communications, as well as SharePoint/database management. Partner with manager on preparation of annual budget planning and preparation with ongoing tracking and forecasting review, and research of issues/discrepancies. Reach out to appropriate individuals to gather information that explains variances and issues. Make recommendations for resolution of issues. May authorize payments for various expenses for department. Provides support to manager at performance management, compensation and talent planning. Manage confidential information and know when and what to provide to direct reports. Understand timeline and ensure the manager is well prepared. Serves as a resource for manager's direct reports to ensure resolution of issues and effective, efficient use of managers' time. This includes screening of phone calls, voicemail, correspondence, and other materials and requests directed to the manager's attention. Performs other duties as assigned. Job Specifications High school diploma or Associates/Bachelor's degree 6+ years of administrative assistant experience Demonstrates in-depth PC skills (Word, Excel, Power Point, and Outlook) and an overall aptitude for technology and internet research skills Excellent written/verbal communication skills and ability to clearly articulate information Ability to develop strong partnerships with all levels of internal management and staff, as well as outside customers and vendors Strong customer service skills that exhibit the highest ethical standards at all times Excellent organizational skills and ability to multi-task and handle conflicting/competing priorities with a strong attention to detail High level of interpersonal skills to handle sensitive and confidential situations with diplomacy and tact Strong presentation and analytical ability to gather data in an organized and efficient manner and produce reports or presentations Demonstrate strong judgment, problem solving and decision-making skills with the ability to juggle multiple and shifting priorities Demonstrated project management abilities #LI-LR1 #LI-Onsite ~IN1 Unum and Colonial Life are part of Unum Group, a Fortune 500 company and leading provider of employee benefits to companies worldwide. Headquartered in Chattanooga, TN, with international offices in Ireland, Poland and the UK, Unum also has significant operations in Portland, ME, and Baton Rouge, LA - plus over 35 US field offices. Colonial Life is headquartered in Columbia, SC, with over 40 field offices nationwide. Unum is an equal opportunity employer, considering all qualified applicants and employees for hiring, placement, and advancement, without regard to a person's race, color, religion, national origin, age, genetic information, military status, gender, sexual orientation, gender identity or expression, disability, or protected veteran status. The base salary range for applicants for this position is listed below. Unless actual salary is indicated above in the job description, actual pay will be based on skill, geographical location and experience. $45,600.00-$86,200.00 Additionally, Unum offers a portfolio of benefits and rewards that are competitive and comprehensive including healthcare benefits (health, vision, dental), insurance benefits (short & long-term disability), performance-based incentive plans, paid time off, and a 401(k) retirement plan with an employer match up to 5% and an additional 4.5% contribution whether you contribute to the plan or not. All benefits are subject to the terms and conditions of individual Plans. Company: Unum

The Cross Family of Agencies welcomes you. We need your talent and expertise. Job Title: Administrative Specialist Reports To: Personal Lines Manager, Lewiston Seeking reliable, detail‑oriented Administrative Specialist to support our insurance agency's day‑to‑day administrative operations. This role involves reception, vendor coordination, handle processing for personal lines and commercial lines, organizing internal events (e.g. office luncheons), tracking and ordering office supplies and other tasks to ensure the office runs smoothly. Key Responsibilities: Reception & Front Desk Greet clients, visitors, and vendors in a professional and helpful manner. Answer, screen, and forward phone calls; manage voicemail and respond or redirect messages appropriately. Handle incoming and outgoing correspondence (mail, PDF/email documents). Maintain a clean, welcoming front desk and reception area. Works with IT & Management Team for various IT and branch location safety protocols and procedures Office Event Coordination Plan, schedule, and execute internal office events with branch leadership, such as luncheons, holiday parties, staff meetings. Handle catering, venue or space set‑up, clean up, and manage budget/expenses for events. Administrative & General Office Duties Maintain and order office supplies; track inventory. Filing (physical or electronic), scanning, copying, and maintaining document organization. Assist branch leadership with basic bookkeeping / expense tracking for office operations if needed. Assist with internal reporting tasks, preparing materials, compiling data for meetings. Other Duties Support other agency staff (producers, customer service, etc.) with ad hoc tasks, such as C/L Proposals and Summaries Continuous learning and assistance in maintaining knowledge of insurance policies / industry protocols, especially as related to COIs and carrier requirements. Ensure confidentiality and appropriate handling of sensitive documents and information. Qualifications: High school diploma or equivalent; additional coursework or certification is a plus. Proven experience in an administrative or office support role, preferably in insurance or a related field. Strong organizational skills, attention to detail, and ability to manage multiple tasks/priorities simultaneously. Excellent verbal and written communication skills. Proficiency with standard office software: Microsoft Office (Word, Excel, Outlook), plus ability to learn agency management systems or COI issuance tools. Customer service mindset: friendly, professional, responsive. Ability to work independently but also collaborate well in a team environment. Problems‑solving attitude; resourceful; ability to follow through on tasks with minimal supervision. Working Conditions: Full‑time, Monday through Friday in an office setting. Some physical activity such as moving office supplies, setting up spaces for lunch/events, light lifting. Compensation: The hourly rate range for this role is $19.00-$21.00 [annually/hourly]. Actual compensation will be based on factors including location, skills, experience, and internal equity. Cross Insurance offers a comprehensive benefits package including medical, dental, vision, 401(k) with match, paid time off, and more

IDEXX is seeking a highly organized, proactive, and professional Sr. Administrative Associate IV to support the Vice President of Global Corporate and Strategic Accounts and their team. This role offers the opportunity to collaborate with a dynamic group of administrative professionals in a fast-paced, team-oriented environment. The ideal candidate is tech-savvy and consistently stays one step ahead. You will enable your executive to operate efficiently and effectively by managing logistics, anticipating needs, and ensuring seamless day-to-day operations. This position will be based out of our Westbrook ME location. In the role of Senior Administrative Associate: Provide high-level administrative support to the Vice President Global Corporate and Strategic Accounts, and their team, with professionalism, discretion, and efficiency. Provide administrative support via calendar and meeting management, resolving scheduling conflicts, facilitating meeting logistics and technology, and preparing meeting agendas and materials. Coordinate domestic and international travel, prepare expense reports, and manage Concur submissions. Assist with presentation creation and will join key meetings when appropriate to stay ahead of deliverables and identify support opportunities. Manage projects of varying scope and complexity. Remain knowledgeable of business unit policies. Facilitate information flow among team members, answer questions and provide supply information as needed. Be a “go to” person for a dynamic, collaborative, and fast paced team globally. Work closely within a team of administrative professionals within VetSoft as well as throughout the organization. What You Need to Succeed: You will need to be a master multi-tasker with the ability to shift priorities easily and often. You will enjoy working in a fast-paced and dynamic work environment and take pride in checking items off your list. Exceptional communication skills with close attention to detail. Excellent customer service skills are imperative, starting with a can-do attitude with a focus on being positive, proactive, and providing solutions. Technical skills and knowledge of the Microsoft Office platform, as well as confidence in troubleshooting video conferencing or meeting room audio visual challenges, are strongly encouraged. Experience working in Smartsheet a plus but not required. You must demonstrate a high level of service and professionalism. You will be comfortable with ambiguity and confidence in making decisions in the moment when direction is limited. The ideal candidate will have three to five years of administrative or office experience in a corporate environment. Location: This position will be based out of our Westbrook, ME location. This will have a hybrid schedule with 2 days on site in Westbrook. Why IDEXX? We're proud of the work we do, because our work matters. An innovation leader in every industry we serve, we follow our Purpose and Guiding Principles to help pet owners worldwide keep their companion animals healthy and happy, to ensure safe drinking water for billions, and to help farmers protect livestock and poultry from diseases. We have customers in over 175 countries and a global workforce of over 10,000 talented people. So, what does that mean for you? We enrich the livelihoods of our employees with a positive and respectful work culture that embraces challenges and encourages learning and discovery. At IDEXX, you will be supported by competitive compensation, incentives, and benefits while enjoying purposeful work that drives improvement. Let's pursue what matters together. IDEXX values a diverse workforce and workplace and strongly encourages women, people of color, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply. IDEXX is an equal opportunity employer. Applicants will not be discriminated against because of race, color, creed, sex, sexual orientation, gender identity or expression, age, religion, national origin, citizenship status, disability, ancestry, marital status, veteran status, medical condition, or any protected category prohibited by local, state, or federal laws. #LI-SUPPORT

The successful candidate will support the General Manager with administrative tasks, assist with general office and staff support, and be responsible for certain internal and external reporting for three government contracts. Operating under the BIW Business Operating System (BOS), the Administrative Specialist ensures compliance with safety, quality, and performance standards while coordinating with other key stakeholders to meet overall milestones. This position is located in Brunswick, ME with onsite requirements. Work From Home / Remote Work is not available wit this position. Key Responsibilities Administrative Support Provide excellent customer service support by proactively helping with inquiries and by resolving issues timely. Compose correspondence as needed between different departments and external stakeholders. Perform regular Time Accounting (WFM) and PeopleSoft Administration. Planning, coordination, and support for customer visits and program meetings. Collect data, prepare presentations, and perform record keeping duties to manage department Plans of the Week and Digital Dashboards. Support new hire onboarding, orientation and requesting system access. Lead for all special organization events. Assist, and back-up, other administrative support personnel. General Office Support Ensure workplace conditions are compliant with company safety standards and actively participate in the Safety Action Team (SAT) and help lead initiatives. Process payments for off-site operating expenses. Manage budgets and order for specialized office supplies. Internal and External Reporting Support coordination, review, and distribution of internal and external reporting. Monthly review, analysis, and reporting of divisional overhead. Development of, and adjustments to, departmental resource plan and associated reporting. Department compliance reviews of procedures and processes. Travel Coordination and Support Pre-travel authorization. Travel booking within Concur travel system. Travel expense reports and cost comparisons. Local mileage requests. Visit authorization letters for government facilities. Special Projects as assigned. Required/Preferred Education/Training High School Diploma or GED required. An associate's degree in office administration or business or supplemented by related experience. Required/Preferred Experience Minimum 10 years administrative support experience, preferably involving interaction with Executive/Senior Management. Excellent organizational skills and attention to detail. Strong computer, oral, written, analytical and interpersonal skills, coupled with an ability to work independently and/or as a member of a team in a fast-paced environment. Proficient in Microsoft Office (Outlook, Word, Excel, PowerPoint). Must be able to effectively manage priorities and meet schedule demands. Experience in compiling and preparing reports and presentations. Excellent written and grammatical skills with the ability to draft correspondence from general guidance. Requires interface with customers. Must be comfortable working professionally with Navy and industry representatives. Ability to work modest levels of overtime, as required. Must be able to support some night or weekend special activities/events. Motivated self-starter, with the ability and desire to act with limited guidance and direction.

Meta is seeking an experienced Executive Administrative Partner to support Directors in the Meta leadership team. The person in this role will need to be a masterful problem-solver and an organizational force given complex calendaring and heavy travel planning. Additionally, the ideal candidate will have exceptional communication skills, and will be resourceful in building relationships across the larger Meta ecosystem. This position is full-time. **Required Skills:** Executive Administrative Partner Responsibilities: 1. Coordinate internal and external meetings 2. Manage complex calendar set-up and movement 3. Prepare expense reports and purchase requisitions 4. Coordinate both domestic and international travel arrangements 5. Organize space planning, strategic offsite events and team all-hands meetings 6. Build cross-functional relationships between departments 7. Partner closely with team lead admins 8. Communicate key organizational and company updates to admins and cross-functional partners 9. General office duties as needed **Minimum Qualifications:** Minimum Qualifications: 10. 4+ years of relevant experience providing administrative support to 1 or more executives 11. 4+ years of relevant experience coordinating travel logistics on behalf of 1 or more executives 12. 4+ years of relevant calendar management and expense report management experience for 1 or more executives 13. Experience prioritizing multiple projects 14. Experience with Microsoft Office and Google Suite **Preferred Qualifications:** Preferred Qualifications: 15. Experience organizing offsite events and team building activities 16. Experience supporting cross-regional teams 17. Experience multitasking and changing direction quickly 18. Experience ensuring confidentiality and discretion in all partnerships **Public Compensation:** $41.39/hour to $56.88/hour + bonus + equity + benefits **Industry:** Internet **Equal Opportunity:** Meta is proud to be an Equal Employment Opportunity and Affirmative Action employer. We do not discriminate based upon race, religion, color, national origin, sex (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender, gender identity, gender expression, transgender status, sexual stereotypes, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics. We also consider qualified applicants with criminal histories, consistent with applicable federal, state and local law. Meta participates in the E-Verify program in certain locations, as required by law. Please note that Meta may leverage artificial intelligence and machine learning technologies in connection with applications for employment. Meta is committed to providing reasonable accommodations for candidates with disabilities in our recruiting process. If you need any assistance or accommodations due to a disability, please let us know at accommodations-ext@fb.com.

Provides senior level administrative support to an incumbent(s) who holds a position at the Chief or Vice President level. Key Responsibilities and Essential Functions * Establishes and operates an efficient office by performing a wide range of complex administrative tasks. * Manages an extremely active calendar of appointments. * Completes expense reports. * Receives and prioritizes correspondence and acts in drafting correspondence, forwarding for action, and/or distributing for information. * Organizes meetings and events, including preparation of materials and presentations, and coordinating all logistics. * Obtains, compiles and extracts information from a variety of resources to prepare documents, reports, and briefing papers. * Edits, proofs, and formats a wide variety of documents. * Prepares draft meeting minutes and circulates to participants. * Coordinate all travel arrangements. * Initiates purchase requisitions for supplies, services, and equipment. * Assists in budget development by updating all budget files, assessing, and making appropriate recommendations on expenditure levels and other related financial issues based on analysis of previous yearly trends and expenditures. * Performs other related duties as needed and assigned. Knowledge, Skills, and Abilities * Proven ability to handle confidential information with discretion. * Knowledge of administrative processes would typically be acquired through work experience in a professional business environment working with senior level management. * Writing skills are sufficient to compose complex and executive level correspondences. * Proficient with MS Office, conference platforms (e.g., Zoom, Teams, etc.), and enterprise programs (e.g., HRIS, financial systems, travel programs, etc.). * Financial acumen to assist with budget development and monitoring. * Demonstrated success in managing multiple projects to successful completion with demanding deadlines and changing priorities. * Demonstrated ability to work collaboratively, lead, and administer projects of JAX wide importance. * Excellent project and event management skills. * Strong interpersonal skills to work in a high-profile environment requiring discretion, judgment, tact, and diplomacy. * Must be flexible and available for after-hours support. Required: HS Diploma/GED Preferred: Bachelor's degree Required: 5 years exp Preferred: 8 years exp Pay Range: $69,711 - $90,624 #CA-NL6 About JAX: The Jackson Laboratory is an independent, nonprofit biomedical research institution with a National Cancer Institute-designated Cancer Center and nearly 3,000 employees in locations across the United States (Maine, Connecticut, California), Japan and China. Its mission is to discover precise genomic solutions for disease and empower the global biomedical community in the shared quest to improve human health. Founded in 1929, JAX applies over nine decades of expertise in genetics to increase understanding of human disease, advancing treatments and cures for cancer, neurological and immune disorders, diabetes, aging and heart disease. It models and interprets genomic complexity, integrates basic research with clinical application, educates current and future scientists, and provides critical data, tools and services to the global biomedical community. For more information, please visit ************ EEO Statement: The Jackson Laboratory provides equal employment opportunities to all employees and applicants for employment in all job classifications without regard to race, color, religion, age, mental disability, physical disability, medical condition, gender, sexual orientation, genetic information, ancestry, marital status, national origin, veteran status, and other classifications protected by applicable state and local non-discrimination laws.

Job Description We are seeking a highly organized and proactive Executive Administrative Coordinator to provide comprehensive administrative and operational support to company leadership and broader organization. This role is essential in ensuring the smooth execution of day-to-day administrative functions, document management, and executive support, including handling various office and operational tasks. Key Responsibilities: Manage document storage, file upload inloading Review mail, organize, scan appropriatly Support executive leadership with scheduling, calendar management, and coordination of team meetings. Capture meeting notes, track action items, and follow up with participants to ensure timely completion. Coordinate and organize team events, including logistics and vendor management. Order office supplies upon need. Perform a variety of executive support tasks, including running errands (e.g., bank deposits, vehicle maintenance, city hall visits). Assist with miscellaneous administrative and operational needs as required. Qualifications: Strong organizational skills with the ability to manage multiple priorities effectively. Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and Google Workplace Apps (gmail, docs, sheets, calendar), general comfort with digital tools for scheduling and document management. Excellent written and verbal communication skills. Ability to handle sensitive information with discretion. Reliable transportation for completing external tasks (e.g., errands, deliveries).

The University of Southern Maine's Office of Advising is seeking an Administrative Specialist CL1. This position is a full-time position based on our Gorham campus and serves as the first point of contact for students visiting the Advising office. The primary responsibilities include assisting with in-person visitors, handling phone and email inquiries, and scheduling students with advisors. These duties are essential for ensuring Advising provides high-quality service to our students. The ideal candidate will possess strong customer service and communication skills, be comfortable using various technologies, and demonstrate a dedication to supporting a vibrant academic setting. The role requires discretion and the ability to manage confidential information concerning students and faculty. The starting pay is $18.13 per hour. This position provides a terrific opportunity to pursue a higher education degree through our generous tuition waiver benefit. Additionally, the University of Southern Maine offers highly competitive benefits for full-time and eligible part-time employees that includes (but is not limited to): 14 paid holidays plus earned vacation time and sick time Health, dental and vision insurance Low-cost short-term disability insurance and employer-paid long-term disability insurance Employer-paid basic life insurance and supplemental life insurance A tuition waiver program for employees and their spouse or dependent child(ren) A 403(b)-retirement plan with employer contribution Free access to the METRO system, including the Husky Line with service between our Portland and Gorham campuses To learn more, please review the Benefits Information Summary. The University of Southern Maine is a vibrant academic community located in the greater Portland, Maine area, including campuses in Portland, Gorham, Lewiston, and online. USM is part of the University of Maine System and offers a comprehensive array of undergraduate and graduate programs, emphasizing hands-on learning, community engagement, and interdisciplinary collaboration. With a highly engaged student-centered learning environment, USM is a steward of higher education, helping drive the economic, cultural, and civic life in the communities where our campuses are located and beyond. USM is committed to providing expanded access to high-quality education that elevates economic opportunity and contributes significantly to the vitality of a diverse society. To learn more about USM, visit About Our University. The University of Southern Maine fosters a welcoming and supportive campus environment that respects and appreciates diverse perspectives, enhancing teaching, learning, personal growth, and overall institutional achievement. We welcome applications from candidates of all backgrounds who share our dedication to academic excellence and the enrichment of our community. We are dedicated to our Service Promise, Student Focused Every Day and seek a team member who embraces this commitment and upholds our core values of Respect & Care, Integrity, Equity, and Responsiveness. Required Qualifications: High school diploma or equivalent (G.E.D.) or international degree equivalency One year of related experience Excellent communication and customer service skills Computer proficiency, including experience working with spreadsheets Ability to handle confidential information related to students and faculty To apply, click on ‘Apply Now' or visit our USM Careers Page and submit the following: Cover Letter Resume/Curriculum Vitae Finalist candidates will be asked to provide a list of the names and contact information for references. For full consideration please submit all required materials by January 21, 2026. We are not able to consider applicants who require Visa sponsorship support. Appropriate background screening will be conducted for the successful candidate. The University of Maine System (the System) is an equal opportunity institution committed to fostering a nondiscriminatory environment and complying with all applicable nondiscrimination laws. Consistent with State and Federal law, the System does not discriminate on the basis of race, color, religion, sex, sexual orientation, transgender status, gender, gender identity or expression, ethnicity, national origin, citizenship status, familial status, ancestry, age, disability (physical or mental), genetic information, pregnancy, or veteran or military status in any aspect of its education, programs and activities, and employment. The System provides reasonable accommodations to qualified individuals with disabilities upon request. If you believe you have experienced discrimination or harassment, you are encouraged to contact the System Office of Equal Opportunity and Title IX Services at 5713 Chadbourne Hall, Room 412, Orono, ME 04469-5713, by calling ************, or via TTY at 711 (Maine Relay System). For more information about Title IX or to file a complaint, please contact the UMS Title IX Coordinator at ************************ Clery Act The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, or Clery Act, mandates that all Title IV institutions, such as the University, prepare, publish, and distribute an Annual Security Report (ASR), and provide notice of the availability of the ASR to all prospective employees. This report consists of two basic parts: disclosure of the University's crime statistics for the past three calendar years; and disclosures regarding the University's current campus security policies. View the University's Annual Security Report (PDF). If you wish to have a paper copy of the ASR or need to have a copy of the ASR in an accessible format, the University will provide such a copy upon request. Please contact our Public Safety Office at ************.

The successful candidate will support the General Manager with administrative tasks, assist with general office and staff support, and be responsible for certain internal and external reporting for three government contracts. Operating under the BIW Business Operating System (BOS), the Administrative Specialist ensures compliance with safety, quality, and performance standards while coordinating with other key stakeholders to meet overall milestones. This position is located in Brunswick, ME with onsite requirements. Work From Home / Remote Work is not available wit this position. Key Responsibilities Administrative Support * Provide excellent customer service support by proactively helping with inquiries and by resolving issues timely. * Compose correspondence as needed between different departments and external stakeholders. * Perform regular Time Accounting (WFM) and PeopleSoft Administration. * Planning, coordination, and support for customer visits and program meetings. * Collect data, prepare presentations, and perform record keeping duties to manage department Plans of the Week and Digital Dashboards. * Support new hire onboarding, orientation and requesting system access. * Lead for all special organization events. * Assist, and back-up, other administrative support personnel. General Office Support * Ensure workplace conditions are compliant with company safety standards and actively participate in the Safety Action Team (SAT) and help lead initiatives. * Process payments for off-site operating expenses. * Manage budgets and order for specialized office supplies. Internal and External Reporting * Support coordination, review, and distribution of internal and external reporting. * Monthly review, analysis, and reporting of divisional overhead. * Development of, and adjustments to, departmental resource plan and associated reporting. * Department compliance reviews of procedures and processes. Travel Coordination and Support * Pre-travel authorization. * Travel booking within Concur travel system. * Travel expense reports and cost comparisons. * Local mileage requests. * Visit authorization letters for government facilities. Special Projects as assigned. Required/Preferred Education/Training * High School Diploma or GED required. * An associate's degree in office administration or business or supplemented by related experience. Required/Preferred Experience * Minimum 10 years administrative support experience, preferably involving interaction with Executive/Senior Management. * Excellent organizational skills and attention to detail. * Strong computer, oral, written, analytical and interpersonal skills, coupled with an ability to work independently and/or as a member of a team in a fast-paced environment. * Proficient in Microsoft Office (Outlook, Word, Excel, PowerPoint). * Must be able to effectively manage priorities and meet schedule demands. * Experience in compiling and preparing reports and presentations. * Excellent written and grammatical skills with the ability to draft correspondence from general guidance. * Requires interface with customers. Must be comfortable working professionally with Navy and industry representatives. * Ability to work modest levels of overtime, as required. Must be able to support some night or weekend special activities/events. * Motivated self-starter, with the ability and desire to act with limited guidance and direction.