Executive Admin Partner for AI & Data Leader

Talentify; Wilmington (DE); Hybrid; USD 44,000 - 63,000; Full time

Benefits offered by this job

Medical, dental & vision

401(k) Retirement Plan

Paid Time Off

Wellness programs

Job summary

Talentify is seeking a Senior Administrative Assistant to provide high-level executive support to the Chief Data & AI Officer. The role focuses on proactive calendar management, travel logistics, and strategic business partnering in a fast-paced tech environment.

The ideal candidate has extensive EA experience, advanced MS Office and Concur skills, and a proven ability to anticipate needs in a hybrid,-office-based setting in Wilmington, DE. This is a contract role with competitive hourly pay.

Qualifications

• 58+ years of administrative, operations, or project coordination experience supporting Senior leadership in a fast-paced corporate environment.
• 10+ years of strong Executive Assistant experience supporting Senior executives, ideally including officers of a company.
• Proven experience providing high-level executive support, including complex calendar management and logistics for Senior executives.
• Exceptional attention to detail, particularly in managing complex calendars, scheduling, and logistics.
• Advanced proficiency with Microsoft Outlook, including sophisticated calendar management.
• Advanced proficiency with Microsoft Teams for virtual meetings and collaboration.
• Advanced proficiency with Microsoft Word, Excel, and PowerPoint for document preparation, reporting, and presentations.
• Proficiency with Concur or similar expense management and travel booking systems.
• Strong executive calendar management skills, including the ability to structure back-to-back meetings, schedule breaks, and factor in travel and preparation time.
• Demonstrated ability to anticipate needs, think ahead, and identify potential issues before they occur.
• Strong contingency planning skills, including building and managing Plan B options for meetings, travel, and logistics.
• Highly organized and proactive, with the ability to manage multiple competing priorities in a dynamic environment.
• Strong written and verbal communication skills with executive-level professionalism.
• Ability to function as a true business partner to the executive, going beyond transactional administrative tasks.
• Comfort working independently with minimal guidance in an evolving organizational structure.
• Experience supporting a Senior leader who is building or scaling a new organization.
• Experience coordinating domestic and international travel, including complex itineraries and conference participation.
• Strong problem-solving skills and a solution-oriented mindset, with the ability to propose options and recommendations.

Responsibilities

• Provide high-level administrative and operational support directly to the Chief Data & AI Officer, acting as a trusted business partner.
• Manage a complex executive calendar with exceptional attention to detail, including scheduling internal and external meetings, balancing back-to-back commitments with appropriate breaks, and aligning with the executives preferred meeting cadence.
• Learn and adapt to the executives working style, including preferences for calendar structure, communication, meeting preparation, transition time between meetings, and travel and logistics coordination.
• Stay two steps ahead of the executive by anticipating needs, identifying potential issues before they arise, and proactively planning solutions.
• Develop and maintain contingency plans for meetings and travel, ensuring backup options are in place when circumstances change.
• Coordinate extensive domestic and international travel, including trips to Switzerland, by arranging flights, hotels, ground transportation, and related logistics.
• Manage conference and event logistics, including registrations, agendas, materials, and coordination for internal and external engagements.
• Prepare and organize meeting agendas and related materials to ensure the executive is ready and informed for all commitments.
• Process and manage expense reports accurately and in a timely manner, using appropriate systems such as Concur.
• Communicate professionally and effectively on behalf of the executive with internal and external stakeholders, maintaining executive-level professionalism at all times.
• Support the broader AI & Data leadership team as expectations are defined, which may include providing limited or capacity-based administrative support to Directors and VPs.
• Operate independently in an environment with no other administrative assistants on the team, taking initiative, prioritizing tasks, and managing multiple competing priorities.
• Collaborate with the executive to define and refine the scope of support as the organization grows and responsibilities evolve.
• Ensure all administrative processes and documentation are organized, accurate, and aligned with corporate policies and standards.
• Maintain a solution-oriented mindset by presenting recommended next steps and options when issues arise, rather than only escalating problems.

Skills

Executive calendar management

Travel coordination

Expense management

Advanced Outlook

Teams proficiency

Word, Excel, PowerPoint

Communication skills

Independent work

Problem solving

Proactive partnership

Education

Bachelor's degree preferred

Tools

Concur

Microsoft Outlook

Microsoft Teams

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Job description

Talentify is seeking a Senior Administrative Assistant to provide high-level executive support to the Chief Data & AI Officer. The role focuses on proactive calendar management, travel logistics, and strategic business partnering in a fast-paced tech environment.

The ideal candidate has extensive EA experience, advanced MS Office and Concur skills, and a proven ability to anticipate needs in a hybrid,-office-based setting in Wilmington, DE. This is a contract role with competitive hourly pay.