Administrative Assistant Team Leader

CAN BE BASED OUT OF ANY MAINE OFFICE-HYBRID REMOTE

Responsible to Living Innovations, a service of Mosaic, for supporting corporate mission, vision, and values within the context of policies and standards established for and by Living Innovations. Is responsible for supervising and training Administrative Assistants in Maine. Responsible for administrative support to the Administrative Supervisor and performing administrative duties within their assigned office. 

SUPERVISORY RESPONSIBILITIES: 

Supervises 5-8 Maine Administrative Assistants, ensuring daily operations of their offices run smoothly. May include frequent travel to areas of coverage.   

ESSENTIAL FUNCTIONS: 

Communication 

• Ability to express and maintain an open mind, positive attitude, and confidence. 

• Is professional, warm, friendly, and helpful to all callers, visitors, individuals, employees, and home providers, etc. 

• Schedules regular meetings/discussions with Maine Administrative Manager to ensure daily operations managed by admins are meeting expectations. 

• All communications to and/or outside of the Admin Team are professional and clear. 

• Deals effectively with a variety of personalities and general and confidential situations while maintaining tact, judgment and poise are maintained in all interactions. 

• Role models customer service and ensures caller’s questions are answered and routine inquiries are resolved, per established standards. 

Leadership and Supervision 

• Participates in the hiring, training, coaching, corrective action, and separation for the Maine Administrative Assistants. 

• This would be with the support and guidance of the Maine Administrative Manager. 

• Provides training and guidance to Administrative Assistants. 

• Processes payroll for assigned Administrative Assistants. 

• Continually monitors the performance of the Administrative Assistants through monthly coaching sessions and annual evaluations with guidance and support from the Maine Administrative Manager.  

Office Administrative Assistant & Supervisory Oversight 

• Will provide oversight of all office Administrative Assistants in the areas of coaching, training, supervising and hiring of Administrative Assistants throughout the state of Maine or in designated area of coverage.  

• Orders and maintains office and general/electronic supplies inventory in the offices, as needed. 

• Ensures reception area, conference rooms and common areas are clean and organized for all offices. 

• Provides oversight to onboarding support of new hires including processing: 

• Verification of references 

• Completion of background and driving record checks 

• Completes new hire paperwork with all new hires. 

• Assigns appropriate training modules to all new hires.  

• Completion and filing of initial documentation via electronic systems.  

• Maintains filing of employee documents in electronic filing system. 

• Performs compliance related activities as identified by the team.  

• Performs all other administrative duties as required. 

Administrative Manager Support: 

• Provides Administrative support to the Administrative Manager and Administrative Assistants.  

• Provides project support for the Maine Team as needed. 

• Carries out all other duties as assigned by supervisor. 

WORK CONDITIONS: 

Works regularly under desirable conditions with little or no disagreeable features. Illumination and ventilation are good, and distractions are at a minimum considering the type of work performed. This position requires frequent travel to Living Innovations’ Maine office locations

REQUIRED EDUCATION, EXPERIENCE, LICENSE, CERTIFICATION: 

• High school diploma or equivalency 

• Two or more years’ experience providing administrative support to multiple managers and/or executive-level individuals or an equivalent amount of education and experience. 

• A valid state issued driver’s license and proof of current vehicle insurance. 

REQUIRED SKILLS & KNOWLEDGE: 

• Ability to supervise others offering guidance and training as needed.  

• Ability to make well-reasoned decisions, both independently and as part of a team. 

• Ability to follow-through to meet organizational needs. 

• Ability to use discretion in handling confidential information. 

• Ability to work independently and work collaboratively and effectively with all stakeholders.  

• Ability to use effective communication skills.  

• Ability to work on multiple projects and prioritize activities. 

• Ability to meet job performance measures with minimal direct supervision and guidance. 

• Demonstrated experience in Microsoft Excel, Word, PowerPoint, Outlook; basic understanding of database usage; and intermediate technical skills including setup and troubleshooting of presentation equipment (monitors, projectors, etc.) and office equipment (scanners, copiers, etc.). 

• Preferred Knowledge 

• Industry specific  

• Payroll  

• Training  

• Supervisory