Office Administrative Assistant

Colby Co. is a midsize engineering and architecture firm specializing in electrical, mechanical, structural, fire protection and civil engineering and architecture. Design projects range in size from $50,000 to $90M in construction value for State, Federal, Industrial and Commercial clients throughout the United States. Colby Co. was named to the 2018-2023 “Best Places to Work in Maine” lists, ranking #2 in the Medium Business Category in 2022.

Seventy employees strong, Colby Co. is noted for its commitment to technical and service excellence and a fun, flexible, rigorous work environment. Located in the vibrant small city of Portland, Maine, Colby Co. offers a balance of opportunities for working and living well.

We currently have an opening for an Office Administrative Assistant with 1+ year of experience providing administrative support functions, experience in a Professional Services environment preferred.  We are looking for an energetic, detail-oriented individual with the ability to communicate effectively with a variety of personalities, multi-task and problem solve.  This full-time position is based at Colby Co.’s office in Portland, Maine, and requires on-site work Monday through Friday 8 a.m. to 5 p.m. with a daily one hour lunch break. 

Responsibilities Include:

  • Manage day-to-day office operations including kitchen and supply stocking, postage/shipping, office inventory, organizing work spaces, facilities improvements, and front office appearance
  • Welcome guests and answer incoming phone calls
  • Assist with planning company events including parties, outings, fundraising efforts for community programs
  • Coordinate and assist with staff training sessions including lunch and learns
  • Assist with coordinating project submissions
  • Occasionally conduct local errands: picking up catering and supplies for events, pick up and drop off of printed materials, dropping off or picking up company vehicles for maintenance, etc.
  • Perform other related duties as assigned


  • Associates degree in relevant discipline or high school diploma with equivalent experience
  • Minimum of 1 year of administrative experience, in a Professional Services environment preferred
  • Proficiency in Microsoft Office Suite with demonstrated expertise in Word and Excel
  • Positive, professional, strong verbal and written communication skills
  • Strong attention to detail, including proofreading
  • Valid state issued Driver’s License

In addition to our insurance and retirement benefits package, we offer two paid volunteer days a year, anniversary bonuses, paid educational reimbursement, summer hours, paid time off (PTO), flex time, free parking, regular company outings and great co-workers.

Colby Co. is an Equal Employment Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status.

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