Administrative Support Specialist

3 weeks ago

Lewiston, Maine, United States Promise Early Education Center Full time
Job Summary

Promise Early Education Center is seeking a highly organized and detail-oriented Administrative Assistant to support the smooth day-to-day operations of our administrative office. The ideal candidate will have previous executive administrative experience and be able to manage multiple projects simultaneously.

The Administrative Assistant will be responsible for providing administrative support to our leadership team, including scheduling, correspondence, records, supplies, data entry, mail processing, and vendor/contractor relationships. The successful candidate will also be responsible for maintaining inventory of office supplies, ordering materials as needed, and supporting staff with general office tasks.

Key Responsibilities:

  1. Manage communications with vendors, maintaining agreements, leases and other contractual obligations
  2. Executive Administrative duties to assist the Executive Director and Leadership team includes, publishing, letter writing, minutes and note taking.
  3. Maintain inventory of office supplies ordering materials as needed
  4. Support staff with general office tasks
  5. Prepare and disseminate Head Start Happenings
  6. Maintain and update website and social media
  7. Operate and manage upkeep of office equipment, excluding computer and equipment, i.e. postage machine, fax, copiers, phones
  8. Work closely with the Director and administrative staff on operational issues
  9. Submit reports and documentation to state and federal agencies as required by the Director
  10. Prepare documents for agency meetings and attend as required. Responsible for creation of agenda and minutes
  11. As necessary, schedule, prepare materials and complete mailings for meetings, events or other projects
  12. Coordinate travel and accommodations, hire catering services and rentals, order special supplies, and help prepare facility space
  13. Answer and route phone calls, handle inquiries, requests for information and greet visitors
  14. Greet visitors and direct them to staff they seek ensuring they sign

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