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Administrative Support Specialist

Gotham Biotech

Portland, ME(remote)

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

This is a remote position.

Posting Title: Administrative Support Specialist
Industry: Corporate & Business Services
Salary: $27.50
Work Experience: Less than 3 years


Summary

The Administrative Support Specialist plays a vital role in ensuring the smooth day-to-day operations of our corporate office. This position is responsible for providing comprehensive administrative support to executives, teams, and departments by managing schedules, coordinating communications, maintaining accurate records, and streamlining office workflows. The ideal candidate is organized, proactive, and detail-oriented, with strong interpersonal skills and the ability to manage multiple priorities in a fast-paced environment. This role offers a valuable opportunity for early-career professionals to develop foundational skills in office administration while contributing directly to organizational efficiency and leadership effectiveness.

Responsibilities

  • Manage and maintain complex calendars and schedules for executives and team leaders, including coordinating meetings, travel arrangements, and appointments.
  • Handle high-volume email correspondence, ensuring timely responses, proper prioritization, and professional communication.
  • Organize, maintain, and securely store digital and physical records, ensuring compliance with company policies and data protection standards.
  • Prepare and distribute meeting agendas, minutes, and follow-up action items with accuracy and consistency.
  • Assist in the preparation of reports, presentations, and other documentation as needed.
  • Serve as a point of contact for internal and external stakeholders, providing information and support in a professional manner.
  • Support office operations by managing office supplies, vendor communications, and internal logistics.
  • Proactively identify inefficiencies in administrative processes and suggest improvements to enhance productivity.

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Requirements

Requirements:
  • High school diploma or equivalent; associate’s degree or certificate in administrative support, business administration, or a related field is a plus.
  • Proven experience in administrative support roles, with less than 3 years of professional experience.
  • Proficiency in scheduling and calendar management tools (e.g., Microsoft Outlook, Google Calendar).
  • Strong email management skills with the ability to triage, categorize, and respond appropriately to incoming messages.
  • Experience with record keeping, document filing systems, and data organization (digital and physical).
  • Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with cloud-based collaboration platforms (e.g., SharePoint, Teams).
  • Excellent written and verbal communication skills, with a professional demeanor and attention to detail.
  • Ability to manage multiple tasks efficiently, meet deadlines, and adapt to changing priorities.
  • Strong problem-solving skills and a proactive approach to anticipating needs.

About the Company

G

Gotham Biotech

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