Administrative Assistant in Marketing at IDEXX in Westbrook, Maine

The Administrative Assistant in Marketing provides direct support to the Senior Global Marketing Leadership team (5 leaders) in the form of calendar management, expense reporting, travel arrangements and meeting support. As well as work on multiple projects as assigned. Excellent organizational, tracking and follow up skills will be very important in this role.

To be successful in this role you will need to be a master multi-tasker with the ability to shift priorities often without being flustered. You will have a fine attention to detail and take pride in checking items off your list. Excellent communication skills, both written and verbal are a must. It is critical to have a can-do attitude with a focus on being positive and providing solutions. Excellent customer service skills are imperative. You will be tech savvy, with the confidence to be able to help troubleshoot things like video conferencing issues or meeting room audio visual challenges.

Quick Apply




In the role of the Administrative Assistant in Marketing

  • Maintain manager’s calendar including meeting set-up, travel arrangements, preparing meeting agendas, determining and shifting priorities, resolving scheduling conflicts, etc.
  • Design, format and update presentations, non-routine correspondence and resource manuals.
  • Prepare, update and maintain spreadsheets, databases and reports.
  • Plan and coordinate department wide meetings and special events including catering, technical equipment set up, awards and recognition, etc.
  • Perform routine administrative tasks including phone coverage, ordering office supplies, distributing mail, filing, photocopying, faxing, etc.
  • Prepare and distribute routine correspondence including memos, organizational charts, phone rosters, contracts, forms, etc.
  • Prepare and process purchase orders, invoices, check requests, expense reports, etc.
  • Coordinate and assist with hiring process including scheduling interviews, new hire paperwork & scheduling, offer letters, etc.
  • Develop and maintain department site on the Intradexx.
  • Coordinate budget preparation, monitoring, analyzing and reporting.
  • Mentor and/or direct work of other Administrative Assistants, temporary employees and interns.
  • Back-up other Administrative Assistants as needed.
  • Coordinate and/or lead special projects as assigned.
  • Perform other duties as assigned.


  • This is a full time (40 hr/wk) position
  • The schedule would be set around the business needs of 8 am – 5pm and occasionally may include extended business hours quarterly. Reliable and dependable attendance is an essential function of the position. Adherence to attendance- related policies and expectations is critical to this position.
  • This position can be based out of the Westbrook ME location. However, due to the current COVID -19 pandemic, IDEXX Administrative Assistants are temporarily working from home full-time. Post COVID-19, IDEXX will want their Administrative Assistant a commutable distance from the Westbrook, ME office.As a result of their current virtual environment, new hire onboarding, training, and support will also be virtual wherever possible. Their employees’ safety and well-being are top of mind for IDEXX and they are continuously working with their team to ensure an engaging employee experience.

What do you need to succeed?

  • The ability to use discretion and handle confidential information
  • Effective communication skills both written and verbal
  • Strong interpersonal skills; ability to interact with all levels of management
  • Strong organizational and project coordination skills
  • The ability to multi-task and prioritize
  • The ability to work independently and as part of a team
  • Strong Computer skills: MS office – Word, Excel, Outlook, PowerPoint and Visio
  • The ability to operate standard and specialized office equipment


Here is what our client has to say:

“We’re proud of the work we do because our work matters. An innovation leader in every industry we serve, we follow our Purpose and Guiding Principles to help pet owners worldwide keep their companion animals healthy and happy, to ensure safe drinking water for billions, and to help farmers protect livestock and poultry from diseases. We have customers in over 175 countries and a global workforce of over 9,000 talented people.

So, what does that mean for you? We enrich the livelihoods of our employees with a positive and respectful work culture that embraces challenges and encourages learning and discovery. At IDEXX, you will be supported by competitive compensation, incentives, and benefits while enjoying purposeful work that drives improvement. Let’s pursue what matters together.”

IDEXX values a diverse workforce and workplace and strongly encourages women, people of color, LGBT individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply.

IDEXX is an equal opportunity employer. Applicants will not be discriminated against because of race, color, creed, sex, sexual orientation, gender identity or expression, age, religion, national origin, citizenship status, disability, ancestry, marital status, veteran status, medical condition, or any protected category prohibited by local, state, or federal laws.

IDEXX is working with Manpower to fill this critical position of Administrative Assistant in Marketing at IDEXX in Westbrook, Maine. Act now and apply today get noticed by the right people at the right time!

How to Apply:

Apply Online: see below

Text: ‘IDEXX AAM’ to 207.560.0928

Call: 207.774.8258