Executive Assistant

Actalent; Hanover (MD); On-site; USD 50,000 - 80,000; Full time

Benefits offered by this job

Medical, dental & vision

401(k)/Roth

Life & AD&D insurance

Disability coverage

HSA & DCFSA

Transit benefits

Employee Assistance Program

Tuition Assistance

Time Off/Leave (PTO)

$100 Monthly Cellphone Allowance

Job summary

Actalent is seeking an Executive Assistant to join our East Coast Corporate office in Hanover, MD. The role provides high-level administrative support to two Vice Presidents, coordinating calendars, travel, and meetings with discretion and professionalism.

You will prepare presentations and reports, liaise with leadership and departments, and help plan events. The hybrid schedule offers in-office collaboration four days a week with one remote day; eligibility for benefits and a comprehensive

Qualifications

• Associate degree or equivalent preferred.
• 2–3 years of related experience preferred.
• Advanced proficiency in MS Office.
• Event and project management experience required.
• Strong organizational skills and attention to detail.
• Excellent interpersonal, written, and verbal communications.

Responsibilities

• Provide high-level admin support to 2 VPs; manage an active calendar, meetings, travel, and expense reports.
• Liaise between the Executive team and departments and outside partners on executive operations.
• Prepare Word, Excel, PowerPoint presentations, agendas, reports, and meeting minutes.
• Maintain financial reports for the DFO and finance team.
• Handle sensitive matters with confidentiality and discretion.
• Plan meetings and events, including budgeting, registrations, travel, and materials.
• Lead internal meetings/events to ensure timely deliverables.
• Partner with senior leaders to support company objectives.

Skills

Microsoft Office

Calendar management

Event planning

Project management

Discretion & confidentiality

Interpersonal communication

Education

Associate degree

Tools

Microsoft Office Suite

Job description

Overview

Actalent is seeking an Executive Assistant to join our team at our East Coast Corporate office in Hanover, MD!

Compensation:

• Target Salary: $50,000 - $80,000
• Bonus Potential: up to $2,500 annually

Schedule:

• Internal | Permanent
• Full Time | 8:00 AM - 5:00 PM
• Hybrid | 4 days in-office, 1 day remote

Job Summary

The Executive Assistant provides a high level of administrative support to (2) Vice Presidents. The Executive Assistant also serves as a liaison to leadership and senior management teams at Actalent Global Headquarters. The Executive Assistant must be creative and enjoy working in an environment that is mission driven, results driven and community oriented. The ideal individual will have the ability to anticipate needs, think critically and offer solutions to problems with a high level of professionalism and confidentiality.

Essential Functions

• Provide high-level administrative support to 2 Vice Presidents; including managing an extremely active calendar of appointments; scheduling meetings and conference calls; prepare expense reports; arrange complex and detailed travel and accommodation plans, itineraries, and agendas
• Act as the liaison between the Executive team and all departments as well as outside partners on all matters pertaining to the executive operation of the organization
• Prepare Word, Excel, PowerPoint presentations, agendas, reports, meeting minutes, special projects, and other documents in support of objectives for the organization
• Maintain financial reports for the DFO and finance team
• Manage sensitive matters with a high level of confidentiality and discretion especially decisions directly impacting the operations of the company
• Plan meetings and events of varying sizes and scope; tasks include, budgeting, content development, registration management, attendee communications, agenda management, travel and hotel accommodations, menu selection, AV requirements, preparation and distribution of program materials and onsite coordination
• Act as lead project manager for internal meetings and events to ensure deliverables are met in a timely manner
• Partner closely with the senior leaders in support of company objectives

Corporate Support

• Schedule conference rooms for various meetings, trainings, etc.
• Order meals as requested for meetings, trainings, etc.
• Track and order office supplies, lunches and catering
• Complete P-Card req for funds and reconciliation
• Coordinate team events and outings
• Completes other duties as assigned
• Communicating effectively, both verbally and in writing
• May manage additional programs including, but not limited to flower purchases pertaining to the flower policy and colleague anniversary information, costs and gifts

Minimum Education | Abilities | Skills

• Associate degree or its equivalent preferred
• 2-3 years of related experience preferred
• Advanced Proficiency in Microsoft Office (Outlook, Word, Excel, and PowerPoint)
• Event and project management experience required
• Strong organizational skills and excellent attention to detail
• Exceptional interpersonal, written, and oral communications skills
• Demonstrates proactive approaches to problem-solving with strong decision-making capability
• Strong business acumen and understanding of operational issues
• High degree of professionalism, integrity, and discretion
• Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround
• Ability to partner with VP's remotely
• Demonstrate flexibility to quickly adapt to new circumstances as they arise.

Special Requirements

• Some Travel Required

Compensation

Per Pay Transparency Acts: The range for this position is $50,000 - $80,000. The bonus potential is up to $2,500 annually.

• Medical, dental & vision
• 401(k)/Roth
• Insurance (Basic/Supplemental Life & AD&D)
• Short and long-term disability
• Health & Dependent Care Spending Accounts (HSA & DCFSA)
• Transportation benefits
• Employee Assistance Program
• Tuition Assistance
• Time Off/Leave (PTO, Primary Caregiver/Parental Leave)
• $100 Monthly Cellphone Allowance

About Actalent

With global headquarters outside of Baltimore, MD, Actalent has an existing network of almost 30,000 engineering and sciences consultants and more than 4,500 clients across the U.S., Canada, Asia, and Europe, including many of the Fortune 500. We give clients access to specialized experts that drive scale, innovation, and speed to market, supporting engineering and science initiatives that advance how companies serve the world.

Our Culture

Actalent is an equal opportunity employer. We are committed to creating and fostering an inclusive environment for all employees. We encourage all employees to bring their most authentic selves to work. To achieve these goals, we offer a range of community groups and service opportunities for all employees.

Allegis Group Foundation

The Allegis Group Foundation is a central part of our commitment to giving back to the communities in which we work and live. Did you know that the Allegis Group Foundation can accelerate your efforts to create meaningful change in our communities? Incorporated in 2000, this philanthropic arm of our business awards direct grants to nonprofit organizations and provides additional financial support through our Employee/Office Match Program.

We form strategic alliances with national organizations for the contributions they make to the communities we serve, their ability to help our organization make an impact in the marketplace, and the development offerings they have for our internal employees and consultants.

Check out our Instagram and LinkedIn to see what it’s like to be part of our team: instagram.com/weareactalent | https://www.linkedin.com/company/actalentservices (https://www.linkedin.com/company/actalentservices/mycompany/verification/)

#actalentinternal #LI-Onsite

Telecommute

No

At Actalent – we are the bridge connecting talented people to what is possible. The Actalent experience is one of high standards for professional and personal growth, integrity, and inclusivity. We encourage our teams to bring their best to work every day in terms of caring, competitive spirit, and character. Our people lead by example and work with purpose and pride. By committing to fostering an inclusive, safe environment, everyone can be their authentic selves. People to Possible.

Our objective is to drive exceptional growth and increased opportunity for our consultants, clients and our colleagues. How we ACT makes a difference and our culture embodies our core values.

The company is an equal opportunity employer and will consider all applications without regards to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, call 888-237-6835 or [e-mail] for other accommodation options.