Administrative Assistant - Human Resources

The Maine Trust for Local News, a nonprofit news organization, seeks a highly organized and motivated Assistant to provide administrative and project support across our Human Resources, Communications, and Community Engagement teams. This entry-level role is perfect for someone looking to gain broad experience across people operations, internal/external communications, and public engagement initiatives. The ideal candidate is detail-oriented, proactive, and thrives in a collaborative environment.

Key Responsibilities:

Human Resources Operations

• Respond to HR, employee and manager inquiries with a high level of professionalism and accuracy.
• Prepare and distribute HR-related communications and documents.
• Maintain accurate records, and ensure data integrity in the HRIS
• Collaborate with Finance and management to resolve payroll, timekeeping, and leave accrual issues.
• Reconcile monthly benefit invoices and ensure timely submission to Finance.
• Participate in safety committee meetings and maintain OSHA logs.
• Maintain organized personnel files and assist with internal HR audits.

Recruitment & Talent Support

• Post job openings and track applicant flow using recruitment platforms.
• Schedule interviews and coordinate logistics with candidates and hiring managers.
• Support engagement and retention activities including orientation, training, employee recognition, and wellness events.

Communications & Community Engagement

• Draft and distribute internal announcements, staff newsletters, and basic external communications.
• Help plan and promote internal events and community outreach programs.
• Assist with social media content and basic website updates.
• Maintain contact databases and support media/public engagement tracking.
• Provide logistical support for community events and partnerships.

Required Competencies:

• Excellent written and verbal communication skills.
• Ability to write clearly, succinctly, and professionally.
• Familiarity with budgeting and basic accounting practices.
• In-depth knowledge of HR principles, employment law, and compliance (federal, state, and NLRB).
• Discretion and professionalism in handling confidential information.
• Exceptional attention to detail, organizational and time management skills.
• Critical thinking and proactive problem-solving abilities.
• Self-starter who takes initiative and sees tasks through to completion.
• Strong collaboration skills; team-oriented approach.

Education & Experience:

• 3+ years of experience in HR, communications, or a cross-functional administrative role.
• Familiarity with employment laws, HR practices, and HRIS platforms (ADP a plus).
• Proficiency in Google Workspace (Docs, Sheets, Drive, Gmail, Calendar).
• Experience in a unionized workplace is a strong plus.
• PHR or SHRM-CP certification is desirable.

We offer:

• Full Benefits Package including medical, dental and vision, life, long-term and short-term disability insurance
• 401K plan with company match. 
• Generous paid time-off and parental leave. 
• Employee Assistance Program (EAP) for personal and professional support. 

We are an equal opportunity employer.