Executive Admin & Project Coordinator

Talentify; Indianapolis (IN); On-site; USD 48,000 - 62,000; Full time

Benefits offered by this job

Medical, dental & vision

401(k) Retirement Plan

Life Insurance

PTO / Vacation

Dress code / Professional attire

Job summary

Actalent is seeking an Executive Administrative Assistant to provide high-level administrative and project coordination support to senior leaders. You will manage complex calendars, travel, expenses, and leadership meetings while driving reporting and documentation to help achieve ASPIRE goals.

Responsibilities include coordinating calendars across time zones, arranging travel logistics, preparing expense reports, and driving strategic enablement.

Qualifications

• Experience providing administrative or project support in complex, matrixed, or global organizations.
• Prior experience supporting sr leaders or executive teams in a similar capacity.
• Demonstrated ability to introduce and champion new tools, working methods, or process improvements.
• Ability to build and maintain business relationships across different functions, locations, and cultures.

Responsibilities

• Provide comprehensive, proactive administrative support to the Wave Lead and broader leadership team.
• Manage complex calendars, including scheduling, prioritizing meetings, and coordinating across time zones.
• Coordinate and book business travel, including flights, accommodations, and transportation logistics.
• Prepare, submit, and track expense reports with timely reconciliation.
• Plan, organize, and drive leadership meetings with agendas and materials.
• Prepare, execute, and follow up on meetings with stakeholders, capturing minutes and action items.
• Organize and manage events for the manager and team (workshops, offsites).
• Support milestones by coordinating activities, tracking progress, and escalating issues.

Skills

Calendar management

Travel coordination

Expense reporting

Meetings facilitation

Project coordination

Executive support

Cross-functional collaboration

English communication

Google Suite

Microsoft Office

Education

Bachelor's degree preferred

Tools

Google Suite

Microsoft Office

Job description

Actalent is seeking an Executive Administrative Assistant to provide high-level administrative and project coordination support to senior leaders. You will manage complex calendars, travel, expenses, and leadership meetings while driving reporting and documentation to help achieve ASPIRE goals.

Responsibilities include coordinating calendars across time zones, arranging travel logistics, preparing expense reports, and driving strategic enablement.