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Secretary/Personal Assistant
Job
Law Office of Richard Dubois
New Sweden, ME (In Person)
$34,840 Salary, Full-Time
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Job Description
Job Summary We are seeking a dynamic and highly organized Secretary/Personal Assistant to provide comprehensive administrative support to executives and teams. This role is vital in ensuring smooth daily operations, managing schedules, coordinating projects, and maintaining an efficient office environment. The ideal candidate will be proactive, detail-oriented, and possess excellent communication skills to handle a variety of tasks with professionalism and enthusiasm. This paid position offers an exciting opportunity to be an integral part of a vibrant organization dedicated to excellence. Responsibilities Manage complex calendars, schedule appointments, and coordinate meetings using tools like Microsoft Outlook Calendar and Google Workspace. Provide executive administrative support including drafting correspondence, proofreading documents, and preparing reports. Organize and coordinate events, meetings, and travel arrangements to ensure seamless execution. Handle phone calls with professionalism, utilizing multi-line phone systems and practicing excellent phone etiquette. Perform data entry, filing, and maintain accurate records using office management software such as QuickBooks and DocuSign. Assist with bookkeeping tasks, including invoicing, expense tracking, and basic financial record keeping. Support project coordination efforts by tracking deadlines, preparing materials, and liaising with team members. Manage office supplies inventory, oversee front desk duties, and ensure a welcoming environment for visitors. Conduct transcription of meetings or notes as needed, ensuring clarity and accuracy in all documentation. Provide exceptional customer service to clients and visitors while maintaining confidentiality at all times. Skills Proven experience in office management or administrative roles with strong organizational skills. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), Google Workspace applications, and data entry tools. Excellent typing speed combined with strong proofreading and transcription abilities. Experience with bookkeeping software such as QuickBooks; familiarity with basic bookkeeping principles. Ability to coordinate multiple projects simultaneously while meeting deadlines efficiently. Strong communication skills including phone etiquette and professional interpersonal interactions. Knowledge of office equipment including multi-line phone systems, fax machines, and printers. Familiarity with office procedures such as filing systems, document signing (e.g., DocuSign), and calendar management tools like Microsoft Outlook Calendar. Ability to adapt quickly to changing priorities in a fast-paced environment while maintaining attention to detail. Previous experience as a personal assistant or executive secretary is highly desirable. Join us in this engaging role where your organizational talents will drive efficiency across our organization! We value proactive individuals who thrive on supporting others while managing diverse responsibilities with enthusiasm. This is a paid position committed to empowering your professional growth within a collaborative setting!