[Hiring] Administrative Assistant @The Opportunity Alliance

Role Description

The Maine Crisis Line is seeking a highly organized, adaptable, and proactive Administrative Assistant to support the Program Director and leadership team. This role is central to maintaining efficient operations in a fast-paced, statewide crisis program. It supports a 24/7 crisis service environment, requiring strong responsiveness, flexibility, and the ability to support operations running smoothly. The ideal candidate thrives on managing multiple priorities, communicates clearly and consistently, and is highly comfortable using technology and data systems to keep work moving forward.

Key Responsibilities:

• Workforce Management and Scheduling
  • Coordinate shift postings, schedule updates, and coverage needs
  • Monitor staffing gaps, call-outs, and real-time scheduling needs
  • Maintain scheduling tools, trackers, and documentation
  • Communicate timely updates to staff and leadership
• Hiring, Onboarding, and Training Support
  • Conduct applicant pre-screen calls and coordinate interviews
  • Schedule onboarding activities, trainings, and shadow shifts
  • Track completion of hiring and training requirements
  • Maintain and communicate the training calendar
• Administrative and Leadership Support
  • Manage calendars and coordinate meetings
  • Prepare agendas, take meeting minutes, and track follow-ups
  • Draft internal communications and support program initiatives
• Data, Systems, and Resource Management
  • Maintain accurate records, shared documents, and program resources
  • Support data tracking and reporting needs
  • Ensure systems and materials are current and well-organized
• Program Communication
  • Draft and distribute internal updates, reminders, and announcements
  • Support consistent and clear communication across the program

Qualifications

• High school diploma with 2–3 years of administrative experience, or an associate degree with 1–2 years of experience.
• Strong computer competency including Microsoft Office products and Excel.
• Excellent organizational, communication, and prioritization skills.
• Ability to work in a fast‑paced environment and manage multiple demands.
• Commitment to respectful, inclusive, and trauma‑informed communication with clients and colleagues.
• Must be able to successfully pass a criminal background, child protective service check & sex offender check.
• Must not be on the state or federal suspension and disbarment list.
• Normal office conditions such as sitting, with occasional standing, walking, reaching, stooping, bending, kneeling, crouching, typing and lifting up to 10 pounds.
• Driving may be necessary to attend meetings and trainings but is not a primary and essential job responsibility.

Benefits

• Generous paid time off accrual
• 9 paid holidays per calendar year and up to 3 floating holidays per calendar year
• Excellent medical benefits at very reasonable cost
• Dental and Vision insurance options
• Agency paid basic life insurance and STD & LTD disability insurances
• 403(b) retirement with a generous agency match (all employees are eligible)
• Tuition Reimbursement – offered once per year through an application process
• The Opportunity Alliance (TOA) is a qualified employer under the Public Service Loan Forgiveness (PSLF) program.