Administrative Assistant

Administrative Assistant

Location: 50 Lydia Lane South Portland, ME 04106

Full time

Job Description:

Maine Crisis Line (MCL) | Remote from Maine | Full-Time 

Pay rate: $27 - $30/hour

About the Role 

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. This role supports a 24/7 crisis service environment, requiring strong responsiveness, flexibility, and the ability to support operations running smoothly. 

The ideal candidate is someone who 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 

What We’re Looking For 

Successful candidates will demonstrate: 

• Exceptional organizational and time management skills 
• Strong adaptability and ability to shift priorities in a dynamic environment 
• Proactive and consistent communication habits 
• High level of comfort with technology, including Microsoft Office and data systems 
• Attention to detail and ability to manage multiple tasks simultaneously 
• Ability to work effectively in a fast-paced, team-oriented environment 

 

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.

Work Environment 

Remote position with occasional travel for meetings or trainings 

Collaborative, mission-driven team supporting crisis services across Maine 

Why This Role Matters 

This position plays a key role in supporting the systems and people behind Maine’s crisis response network. Strong coordination, communication, and organization in this role directly contribute to ensuring timely, effective support for individuals in crisis. 

Benefits: Our benefits include but are not limited to:

(offered to full-time and part-time employees)

• 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.

Who we are…

The Opportunity Alliance is “Helping People Reach for a Brighter Future”.

Mission: The Opportunity Alliance works with people to build better lives and stronger communities. We provide advocacy, leadership, and support to identify the goals and address the needs of individuals, families, and communities.

The Opportunity Alliance (TOA) is a dynamic, results-focused Community Action Agency providing approximately 50 integrated community-based and clinical programs serving more than 20,000 people annually throughout the state of Maine. With over 50 years of experience, TOA draws from a comprehensive set of programs which address issues such as mental health, substance use, homelessness, lack of basic needs, and access to community supports. Through an extensive array of services, TOA provides opportunities for individuals to stabilize fragile situations and then works with them to achieve self-sufficiency. TOA is client-focused with extensive experience working with diverse client populations. TOA programming includes four key sectors of service:

• Mental Health & Wellness
• Community Building
• Family & Early Childhood Education
• Economic Resources