Administrative Assistant

Dirigo Safety: Administrative Assistant

Dirigo Safety is seeking an experienced professional to serve as an Administrative Assistant. The Administrative Assistant will directly report to the Director of Human Resources and Finance. We are an Auburn, Maine-based company that provides law enforcement training, consultation, policy development, and accreditation management services to law enforcement agencies throughout Northern New England. Additionally, Dirigo Safety has a Risk Management Solutions division that provides a variety of safety training to non-law enforcement commercial businesses of every type but especially schools, financial institutions, and medical facilities.   

Job Summary:

The Dirigo Safety Administrative Assistant plays a crucial role in the company's administrative framework, requiring diligence, professionalism, and adaptability. The ideal candidate thrives under pressure, maintains high levels of organization, and balances independence with teamwork. Attention to detail, discretion, and innovation are key qualities for success in this high-stakes environment. This role offers opportunities for personal growth and has a meaningful impact on the company's success. The organization has the right to change tasks as needed.

Core Responsibilities:

·        Organize the office and assist co-workers in ways that optimize efficiency, assisting in administrative needs when requested

·        Maintain trusting relationships with suppliers, customers, and colleagues

·        Perform receptionist duties when needed including classroom set up and clean up, greeting guests, maintaining clean common areas, mailings, etc.

In-Person Training Specialist - Roles & Responsibilities

1. Registration Support

• Respond to emails and calls regarding:
• Name/class changes
• Cancellations
• Confirmation emails
• Confirm registrations against attendance records

2. Attendance Management

• Create attendance sheets for each class
• Distribute to instructor or leave at front desk
• Confirm and update attendance (in-person & Zoom)
• Update emails and forms as needed
• Scan and save completed sheets to shared drive

3. Certificate Creation

• Prepare certificates in advance or on the day of training
• Edit certificates with attendee names
• Email certificates post-training (especially for offsite)
• Locate and resend certificates from past sessions upon request

4. Pre-Class Communication

• Send welcome emails one week prior, including:
• Location, date, time, and class name
• Handouts and Zoom link (if applicable)
• Parking pass
• No-show policy

5. Day-of-Training Support

• Monitor Zoom sessions (video, audio, tech issues)
• Support instructors with:
• Printing needs
• Presentation adjustments (PDF to PowerPoint, etc.)
• Be available for any last-minute needs

6. Catering & Facility Prep

• Order and pick up lunches
• Restock drinks/snacks throughout the day
• Set up and clean up lunch area
• Account for allergies or dietary restrictions

7. Instructor Coordination

• Confirm instructor’s availability, date, and location
• Collect handouts and review special setup needs
• Classroom arrangement
• Monitors, screens, other tech

8. Class Cancellations

• Send cancellation emails at least a week prior
• Include date, class name, and location
• Use read/delivery receipts
• Follow up via phone if no email response is received

9. Materials & Marketing

• Print handouts, swag, and marketing materials
• Coordinate mailings or deliveries to instructors
• Create/update flyers with class info (dates, location, topic)

10. End-of-Day Closeout

• Clean training room and kitchen
• Wipe tables, take out trash, vacuum, restock as needed
• Reset room for future use
• Turn off all electronics and lights
• Check and tidy bathrooms

11. Surveys & Feedback

• Create and send out post-class SurveyMonkey links
• Track instructor responses
• Monitor for feedback or issues requiring follow-up

12. Online Promotion

• Add training to PoliceTraining.net
• Research and add new contacts to Mailchimp
• Update email lists (remove bounce-backs, update changes)

Backup Support Duties

A. Online Training Specialist Backup

• Enter/move users in LearnDash
• Reset passwords and assist Phase 1 user entries
• Reformat DSOL classes
• Assist with proofreading
• Act as backup when Online Training Specialist is out

B. Administrative support

• Weekly office inventory:
• Snacks and supplies for in-person training (water, chips, utensils, etc.)
• Office supplies (paper, tissues, soap, etc.)
• Manage online store inventory
• Pack and ship online orders
• Send out Welcome packets to new chiefs
• Send out Thank you cards

C. DirigoRMS Support

• Assist with instructor scheduling
• Enter new contacts into CRM and Mailchimp
• Assist instructors with providing instructional materials as necessary
• Deliver class materials when needed

The day in the life of our Administrative Assistant is diverse and engaging. Starting with the essential task of checking emails and voicemail, the assistant ensures that all time-sensitive communications are promptly addressed. This early morning routine sets the tone for a day filled with a wide array of responsibilities. From answering phones to setting up classrooms, making copies, participating in meetings, taking minutes, and entering data, the assistant plays a crucial role in the smooth running of our office. Their involvement doesn’t stop there; they are also tasked with compiling monthly reports, assisting with marketing efforts, and various other tasks that may arise throughout the day.

This position is perfect for someone who thrives in a fast-paced environment and enjoys a job where not two days are the same. The ability to multitask, prioritize, and communicate effectively are key skills that will contribute to success in this role. If you are a proactive, organized individual with a passion for supporting and enhancing office operations, we encourage you to apply for this exciting opportunity to become a vital part of the Dirigo team.

Job Requirements:

·        Proven experience as an office assistant, administrative assistant, or in another relevant administrative role

·        Administrative experience is given a priority but not necessary

·        Knowledge of, or willingness to train in, marketing programs

·        Working knowledge of office equipment

·        Top-notch people & customer service skills

·        Excellent organizational and time management skills

·        Analytical abilities and aptitude in problem-solving

·        Excellent written and verbal communication skills

·        Proficiency in MS Office, Adobe, Survey Monkey, Canva

·        Background check

Compensation:

·        Salary Range $25-27 per hour

·        Flexible schedule. During training days will need to arrive at the office by 7:15am.

·        Position is a 32-40 hour a week position

·        80/20 Personal Health & Dental

·        LTD/STD employer paid

·        $50,000 Employer paid life insurance

·        $500 FSA Employer contribution

·        401K up to 4%

·        3-week PTO and all Maine State Holidays

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Interested candidates should send a cover letter and resume by November 15, 2025, to:

Jennifer Dudzic

Jennifer.dudzic@dirigosafety.com

Dirigo Safety, LLC

95 Main St, Suite 3

Auburn, ME