Executive Assistant

Actalent; Wilmington (DE); Hybrid; USD 70,000 - 90,000; Full time

Job summary

Actalent in Wilmington, DE seeks an experienced Senior Administrative Assistant to provide high-level support to the Chief Data & AI Officer as they build and scale a growing AI & Data organization.

You will own a complex executive calendar, coordinate domestic and international travel, prepare agendas, manage expenses in Concur, and communicate with senior stakeholders while anticipating needs in a fast-paced environment.

Qualifications

• 5–8+ years of administrative, executive support, operations, or project coordination experience in a fast-paced corporate environment.
• Demonstrated experience supporting senior executives, ideally C-suite executives or company Officers.

Responsibilities

• Own a complex executive calendar, balancing meetings, preparation time, travel, and shifting priorities.
• Learn the executive’s working style and proactively anticipate scheduling, communication, and logistical needs.
• Coordinate domestic and international travel, including flights, hotels, ground transportation, conferences, and detailed itineraries.
• Prepare meeting agendas, materials, logistics, and backup plans to ensure the executive is prepared for every commitment.
• Manage expense reporting and travel-related administration using Concur.
• Communicate professionally with senior internal and external stakeholders.
• Identify potential conflicts before they arise and recommend solutions rather than simply escalating issues.
• Operate independently while priorities and responsibilities evolve as the organization grows.
• Provide limited administrative support to additional AI & Data leaders as business needs and capacity allow.

Skills

Executive support

Calendar management

Travel coordination

Expense reporting

Communications

Independent work

Education

Bachelor’s degree preferred

Tools

Concur

Microsoft Outlook

Teams

Word

Excel

PowerPoint

Job description

We’re seeking an experienced Senior Administrative Assistant to provide high-level support to the Chief Data & AI Officer as they build and scale a growing AI & Data organization.

This is an opportunity to serve as a true business partner to a senior executive. The ideal candidate has previously supported a C-suite executive or company Officer, excels at complex calendar and travel management, and naturally stays two steps ahead in a fast-paced environment.

What You’ll Do

• Own a complex executive calendar, balancing meetings, preparation time, travel, and shifting priorities.
• Learn the executive’s working style and proactively anticipate scheduling, communication, and logistical needs.
• Coordinate domestic and international travel, including flights, hotels, ground transportation, conferences, and detailed itineraries.
• Prepare meeting agendas, materials, logistics, and backup plans to ensure the executive is prepared for every commitment.
• Manage expense reporting and travel-related administration using Concur.
• Communicate professionally with senior internal and external stakeholders.
• Identify potential conflicts before they arise and recommend solutions rather than simply escalating issues.
• Operate independently while priorities and responsibilities evolve as the AI & Data organization grows.
• Provide limited administrative support to additional AI & Data leaders as business needs and capacity allow.

What We’re Looking For

• 5–8+ years of administrative, executive support, operations, or project coordination experience in a fast-paced corporate environment.
• Demonstrated experience supporting senior executives, ideally C-suite executives or company Officers.
• Exceptional complex calendar management, organization, and attention to detail.
• Strong experience coordinating complex domestic and international travel.
• Ability to anticipate executive needs, manage competing priorities, and develop contingency plans.
• Advanced proficiency with Microsoft Outlook, Teams, Word, Excel, and PowerPoint.
• Experience with Concur or comparable travel and expense systems.
• Strong written and verbal communication with executive-level professionalism.
• Ability to work independently and adapt quickly within a growing organization.

Preferred Qualifications

• Bachelor’s degree preferred. Significant Executive Assistant experience may be considered in lieu of a degree.
• Experience within technology, IT, AI, data, analytics, pharmaceutical, or biotech environments is a plus, but not required.
• Experience supporting an executive while building or scaling an organization is a plus.
• Hybrid schedule with 3 days per week onsite
• Fast-paced, evolving corporate environment
• Regular coordination of domestic and international travel, conferences, and executive meetings
• Flexibility to support changing executive and business priorities