Now hiring: Executive Secretary

Posted: May 06, 2022 | News Items

Maine Senate Majority (Democratic) Office seeks self-motivated, detail-oriented, and organized individual for the role of executive secretary.

The ideal candidate will be skilled at maintaining composure and processes under occasionally high stress scenarios and will enjoy working as part of a team to meet diverse challenges.

The Senate Majority Office staff supports and enhances the work of the Maine Senate Democrats as they fulfill their commitment to serve their constituents and strive to have a tangible, positive impact on the lives of all Maine people. The Executive Secretary in many ways is the face of the Office and represents the Senate Democrats in communicating with the public. Therefore, strong constituent or customer service skills are critical. The position is also responsible for managing the schedule for the Senate Majority Leaders and supporting other staff with many administrative functions.

The Legislature provides competitive compensation and generous paid time off and benefits for its dedicated and hardworking staff.

Job Summary: 

Performs advanced and complex secretarial duties of an administrative nature for legislative leaders and party caucus members. Work requires flexibility and the ability to use independent judgement in completing tasks assigned by members of the legislature and legislative staff. This position involves interaction with the public in person and by phone and requires the use of various office equipment including computer, fax and photocopier. 

Duties and Responsibilities:

  • May perform all or any duties expected of an executive secretary with a high degree of skill, speed, accuracy and independence.
  • Assist with managing and organizing legislative leaders’ schedules.
  • Type correspondence, memos and other documents.
  • Prepare and maintain mailing lists; keep up-to-date list of contact information for caucus members, legislative and other governmental offices.
  • Obtain, assemble, edit and format information for reports, newsletters and other documents.
  • May oversee the work of interns in coordination with the Chief of Staff on a project basis.
  • May work with the Office of the Secretary of the Senate to order supplies, keep specialized office records and coordinate the preparation and printing of publications.
  • Provide the first point of contact, on behalf of caucus members and the Majority Office, for the public, the lobby, executive branch officials, and other legislators.
  • Provide information and referral to other offices and government resources as appropriate.
  • Ensure Majority Office main office space is organized and clean.

Preferred Qualifications:

  • High school diploma or equivalent with additional post-secondary education or training in secretarial, office management, or administration desirable.
  • Two years of experience and demonstrated competence as executive secretary or in similar office management/administrative role.
  • Strong organizational skills and attention to detail; ability to manage multiple tasks, set priorities and operate under pressure.
  • Computer training or experience in word processing, spreadsheets and graphics programs.
  • Strong interpersonal, communication and customer service skills.
  • Demonstrated interest in politics and/or state government.

To Apply:

  • Email cover letter, current resume, and the contact information for at least two professional references to Lisa Haberzettl at lisa.haberzettl@legislature.maine.gov no later than Friday, May 27, 2022. Applications will be considered as they are received.
  • Applications will be accepted until the position is filled.