Executive Assistant

Eccalon LLC; Hanover (MD); On-site; USD 55,000 - 85,000; Full time

Job summary

Eccalon is seeking an Executive Assistant in Hanover, MD to provide high‑level administrative support to senior leadership. The role requires discretion, superb organization, and the ability to manage competing priorities in a fast‑paced environment.

You will manage calendars, coordinate meetings and travel, prepare briefing materials, handle confidential information, and support cross‑functional teams. 3+ years of executive assistance experience is 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.

Responsibilities

• Manage complex, high-volume calendars and scheduling.
• Serve as primary contact for internal and external stakeholders.
• Coordinate in-person, virtual, and hybrid meetings with agendas and logistics.
• Arrange domestic and international travel, including itineraries and documentation.
• Prepare briefing materials, presentations, reports, and meeting notes.
• Handle confidential information with discretion.
• Process expense reports and reconcile corporate cards.
• Screen and prioritize emails, calls, and requests; ensure timely responses.
• Support cross-functional communication across teams.
• Assist with special projects and additional admin duties.

Skills

Executive support

Organizational skills

Communication

Discretion and judgment

Proactive/independent work

Time management

Adaptability

Tools

Microsoft Office

Outlook

Word

PowerPoint

Excel

Virtual meeting tools

Job description

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.

Category Administration

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

Full-Time/Part-Time Full-Time

Exempt/Non-Exempt Exempt

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.

This position is currently accepting applications.