Office Administrative Assistant - Baker Newman Noyes LLC

About Us

Baker Newman Noyes (BNN) is a top 100 tax, assurance, and advisory firm in the U.S. and holds a Best of Accounting™ recognition for superior client service. BNN was founded to create opportunity for our employees, clients, and communities. We provide expert accounting and advisory services across several industries. With offices in Maine, Massachusetts, and New Hampshire, BNN has a reputation for teamwork, collaboration, and client excellence throughout New England and beyond. BNN’s culture champions career advancement, mentorship, community involvement, and exceptionally responsive client service.

About the Position

If you're looking for a rewarding opportunity in a professional atmosphere with immense positivity, incredible talent, and exciting potential, then Baker Newman Noyes is the place for you. The Office Administrative Assistant will work closely with the facilities team and other administrative professionals to support reception and facilities activities for the assigned office. This role will be accountable for ensuring that the surrounding building environment and services meet the needs of the people working within and visiting the office. A successful candidate must possess a focus on providing exemplary client service, an ability to build and maintain professional relationships, and a strong sense of teamwork.

Competencies and Position Requirements

• Reception duties, including answering phones and transferring calls to the appropriate employees; as well as greeting and assisting employees and visitors
• Primary point of contact for visitors and guests at the Portland office, including reserving conference rooms, assisting with video conferences, and other hospitality duties as required
• Provide administrative support for client service professionals and other departments
• Executes administrative requests with limited or no supervision
• Provides exemplary customer service to all internal and external clients
• Coordinate internal and external meetings and events. This includes preparing conference rooms for client and staff meetings, food ordering and set-up, facilitating off-site events and reservations, assisting with busy season wellness events and community events, and arranging additional event logistics as needed
• Sign and accept packages, notify, and distribute mail to the appropriate employees. Facilitate outgoing mail and packages
• Oversee office supply inventory, vendors, shredding, etc.
• Stock and maintain kitchen items including coffee, paper products, dishwasher, etc.
• Maintain pleasant appearance of the office, including reception area, available hoteling workspaces, lobby, kitchen, and conference rooms
• Resolve Facilities Help Center ticket requests and submit office and building issues to the property management maintenance portal in a timely manner
• Oversee Condeco (hoteling) floorplan and workspace availability, assisting visiting and local employees with hoteling needs
• Coordinate technology assets, e.g. stocking paper, filling copy machines and printers, ordering toner, and submitting HelpDesk tickets to the IT department
• Prepare and modify client deliverables and documents including correspondence, reports, memos, letters, and emails
• Scan and process electronic documents into internal systems in a timely manner
• Additional clerical duties, as assigned, which may include assisting client service and operations professionals

Education and Experience

• High School Diploma required; post-secondary education preferred
• Experience working in a professional office environment required
• Experience with Microsoft Office programs such as Teams, SharePoint, Word, Outlook, PowerPoint, and Excel
• Maintains a positive attitude and demonstrates good judgement
• Attention to detail and intuitiveness orientated
• Ability to maintain confidentiality
• Ability to be dependable, punctual, and have a consistent work schedule
• Ability to move equipment up to 50lbs occasionally
• Ability to perform physical work which may require remaining in a stationary position or moving through areas for periods of time

Work Environment

• Small amount of regional travel required
• On-Site work Monday – Friday from 8:00am – 5:00pm
• Overtime, as needed
• Supportive and collaborative culture

BNN strongly believes in maintaining a healthy balance between work and personal life. We support this through a variety of benefits, including:

• 20 days paid time off, 5 sick days, 11 paid holidays
• 6-week paid parental leave
• Health, Dental, Pet, Vision, Disability and Life Insurances
• 401(k) Plan with company match
• Profit Sharing Plan
• Business-casual office environment

Baker Newman Noyes is an Equal Employment Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity and expression, national origin, age, disability, genetic information, veteran status, marital status, or any other protected characteristic under applicable law.