Executive Assistant

Eccalon, LLC; Hanover (MD); On-site; USD 65,000 - 90,000; Full time

Job summary

Eccalon, LLC is seeking an experienced Executive Assistant to provide high-level administrative and operational support to senior leadership in Hanover, MD. The role demands exceptional organization, discretion, and the ability to manage multiple priorities in a fast-paced environment.

The Executive Assistant will manage complex calendars, coordinate meetings across in-person, virtual, and hybrid formats, arrange domestic and international travel, and prepare briefing materials and reports for

Qualifications

• 3+ years of experience supporting senior executives or leadership teams.
• Strong organizational and time-management skills with excellent attention to detail.
• Ability to work independently and proactively anticipate executive needs.
• Excellent written and verbal communication skills.
• High level of professionalism, discretion, and judgment.
• Proficiency in Microsoft Office and virtual meeting tools.
• Experience coordinating across multiple locations or time zones.

Responsibilities

• Manage complex and high-volume calendars, including scheduling, rescheduling, and resolving conflicts.
• Serve as a primary point of contact for internal and external stakeholders on behalf of executive leadership.
• Coordinate and support in-person, virtual, and hybrid meetings, including agendas, materials, logistics, and follow-ups.
• Arrange domestic and international travel, including itineraries, accommodations, transportation, and related documentation.
• Prepare briefing materials, presentations, reports, and meeting notes.
• Handle sensitive information with confidentiality and discretion.
• Process expense reports and reconcile corporate credit cards.
• Screen and prioritize emails, calls, and requests; ensure timely responses and follow-through.
• Support cross-functional communication and coordination across teams and departments.
• Assist with special projects and additional administrative duties as assigned.

Tools

Microsoft Outlook

Word

PowerPoint

Excel

Virtual meeting tools

Job description

Description

This position is located onsite in Hanover, MD.

Job Description

The Executive Assistant provides high-level administrative and operational support to senior leadership. This role requires exceptional organization, discretion, professionalism, and the ability to manage competing priorities in a fast-paced environment. The Executive Assistant serves as a trusted partner to executives and represents their office with diplomacy and integrity.

Responsibilities

• Manage complex and high-volume calendars, including scheduling, rescheduling, and resolving conflicts
• Serve as a primary point of contact for internal and external stakeholders on behalf of executive leadership
• Coordinate and support in-person, virtual, and hybrid meetings, including agendas, materials, logistics, and follow-ups
• Arrange domestic and international travel, including itineraries, accommodations, transportation, and related documentation
• Prepare briefing materials, presentations, reports, and meeting notes
• Handle sensitive information with the highest level of confidentiality and discretion
• Process expense reports and reconcile corporate credit cards
• Screen and prioritize emails, calls, and requests; ensure timely responses and follow-through
• Support cross-functional communication and coordination across teams and departments
• Assist with special projects and additional administrative duties as assigned

Required Qualifications

• 3+ years of experience supporting senior executives or leadership teams
• Strong organizational and time-management skills with excellent attention to detail
• Ability to work independently and proactively anticipate executive needs
• Excellent written and verbal communication skills
• High level of professionalism, discretion, and judgment
• Proficiency in Microsoft Office (Outlook, Word, PowerPoint, Excel) and virtual meeting tools
• Ability to adapt quickly in a dynamic, fast-changing environment
• Experience supporting C-suite or executive leadership
• Experience coordinating across multiple locations or time zones

About the Organization

Eccalon provides global solutions to the most challenging technological issues of the 21st-century, and our evolving portfolio spans five major markets: Machine Learning, Cybersecurity, Aerospace & Defense, Material Sciences, Advance Manufacturing, Sports Science, Biotechnology, and Health & Life Sciences.

Why Join Us?

Eccalon's Executives foster a supportive work environment allowing our teams to thrive, and have a fierce dedication to innovation, security, and people. Our culture is built on inclusion, teamwork, trust, and we are committed to offering career advancement opportunities to all employees. Encouraging a healthy and balanced life, we offer an extensive benefits package to support the wellness of our employees and their families. You will be joining a team of innovators, working with cutting edge technologies, supporting mission critical projects, and making an impact.

EOE Statement

Eccalon provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training. EEO is the law.