Administrative Assistant - Portland, United States - Exceptional Admins, LLC

Description

Job Description

Exceptional Admins (EA) is seeking a professional for an opportunity with a confidential company in the Biotechnology industry in Portland, Maine.

EA is a boutique company that focuses on placing career minded professionals with growth-minded employers. The philosophy behind the EA process is to deliver top candidates to each client with the outcome producing high-level support to the role and organization. While skill set is a large focus during the process, EA takes into consideration the desires of the candidate to produce a complete fit.

About Company and Team

The company is an industry leader in the development and manufacturing of tests for the rapid detection of GMOs and mycotoxins throughout the worldwide food production chain. Of their core values, these two stand out: superior execution and customer-driven innovation. The company is expanding the admin team to support the executive leadership team. Currently, the team is receiving support from the admin coordinator, whom this role will collaborate with along with the Exceptional Admin to the CEO. The team is comprised of ambitious leaders who are looking for someone proactive and resourceful.

Hiring Goal

The Administrative Assistant role has significant responsibilities requiring the new team member to be organized, attentive, and trustworthy. The ideal candidate must be able to pivot between tasks while maintaining a sharp focus on their own duties while upholding confidentiality. The role comes with great opportunity and requires an individual that has a strong business acumen for handling outgoing and incoming matters.

ROLE OVERVIEW

Leadership Team Support (3 VP executives) – 80%

• Scheduling logistics; some days back-to-back meetings
• Coordinate full-cycle travel arrangements happening bi-weekly; lots of international (UK)
• Cars, flights, hotels, itineraries (all logistics)
• Support meeting arrangement and coordinate logistics
• Coordinate agendas and deliverables
• Organize room and needs for guests
• Support follow up task requests (i.e., calendar reminders to attendees)
• Support with document tasks (i.e., getting signatures, helping with wire transfers, cataloging documents, and the like)
• The company uses Excel for most document creation, so with with spreadsheets daily
• PowerPoint presentation support, weekly
• Support with ad-hoc tasks (e.g., researching)
• Support all activities associated with direct reports (e.g., 1:1s)
• At random, expense reports (currently, front desk associate does them for the executives)

General Support – 20%

• Connect executives to other business units
• Collaborate with the administrative team of 2 to provide exceptional service to executives
• Back-up support partner with special events and projects, (i.e., provide support to the monthly town hall events, employee appreciation, etc.)
• Act as backup to support overseeing kitchen and conference rooms

Desired background and attributes

Candidates will be considered in totality of their skills and experience versus strict interpretation of "must haves."

• Your toolbox holds skills meeting 80% of the needs outlined in the role
• Proficient with Microsoft Office 365 (Outlook, Teams, PowerPoint, Excel) and SharePoint
• Experience with event management
• Comfortable with technical systems
• International travel logistics experience, a plus
• Self-starter who identifies items to be addressed without being asked
• Adaptable, charismatic, and hospitable

Company Offerings

• Salary: Up to $65-72k base salary, dependent on experience.
• 401(k) or Roth: Company will match equal to 100% of the first 3% of salary contributed, then 50% of the next 3% of salary contributed; fully vested. Contribution eligibility begins the day of hire.
• PTO: The company separates PTO from Vacation time. Your PTO is up to 5-days, prorated upon start date. It rests at the top of each year. It does not roll over.
• Vacation: The company separates Vacation from PTO time. Your Vacation is up to 10-days, prorated upon start date. It rests at the top of each year. It does roll over (up to 40-hours).
• Holidays include: 11 company holidays plus 2 floating holidays
  with eligibility based on start date
• New Year's Day, Martin Luther King Jr. Day, President's Day, Memorial Day, Juneteenth (Observed), Independence Day, Labor Day, Thanksgiving, the Friday after Thanksgiving, Christmas Eve (Observed), and Christmas Day (Observed)
• The company shuts down for one week in December (typically the same week as Christmas Eve and Christmas Day). Employees use PTO, Vacation or Floating Holidays to cover the remainder of the shut down week.
• Healthcare: Company offers three medical plan options through Medical Health Resources; plus an HSA and FSA are available based on eligibility. 24/7 Virtual healthcare visits are available through healthcare plans. Additionally, the company provides a critical illness protection plan, and an optional accident protection plan is available. A Wellness credit incentive is available, up to $1,200 annually. Company offers vision and dental plan options. Company provides short and long term disability insurance, and eligible employees are automatically enrolled after 6 months of service. Company provides basic employee group life insurance and AD&D benefits, additional voluntary life and AD&D coverage is available through The Hartford. Parental leave and maternity leave options are available. Eligibility begins on the first day of the month following the date of hire unless otherwise specified.
• Pet Insurance: Voluntary pet insurance available through Nationwide.
• Counseling: Counseling sessions available, company covers first 6 sessions (qualifications apply).
• Additional support: Company offers optional travel assistance service that provides access to medical professionals when traveling 100+ miles from home for 90 days or less. Also, ID theft protection provided when at home or traveling.
• Education: Tuition reimbursement offers eligible employees 100% reimbursement of tuition, books and fees up to $10k per year, for courses taken at an accredited institution and approved by the company.
• Employee Assistance Program: Variety of services offered at no charge to Employees and dependents. Services include personal legal and financial planning assistance, emergency travel support, and mental health counseling with 6 free in person visits with a counselor that meets the employee's needs.
• Parking: Onsite parking lot.
• Cell: Available based on need.
• Office Perks: Office parties and a cafe with coffee, monthly events, refrigerator and vending machine.

Is this the right fit for you?

The ideal employee would meet 8 out of the 10 attributes to be successful (and fulfilled) in this role:

1. You enjoy working alongside someone who works hard to produce top results
2. You're passionate about writing everything down
3. Exceptional self-directed work ethic
4. Exceptional problem-solving skills where challenges don't fluster you but energize you to 'figure-it-out'
5. You crave things to be organized, you may be called "type-A" by some
6. You're known as being the 'Go-To' employee and the person who happily assumes the smallest tasks
7. You have exercised a breath of command in the past to help 'manage' up your executive(s)
8. You enjoy getting into the minutia and are passionate about the details
9. You are a master when it comes to following up
10. Would self-describe as "curious, attentive, and a team player"

EnviroLogix provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training. Employment is contingent upon you successfully completing the vetting process and passing verification of references and employment, a drug screen and background investigations.