Executive Support Lead for Chief Data & AI Office

Actalent; United States; Hybrid; USD 44,000 - 63,000; Full time

Benefits offered by this job

Medical, dental & vision

401(k) retirement plan

Hybrid work arrangement

Job summary

Actalent in Wilmington, DE is seeking a Senior Administrative Assistant to provide high-level support to the Chief Data & AI Officer in a fast-paced environment. This role emphasizes strategic partnership, complex calendar management, and travel logistics.

You will manage travel, meetings, and expense reports using Concur, collaborate across the AI & Data leadership team, and operate independently without other assistants on the team. Hybrid work arrangement is expected.

Qualifications

• 58+ years of administrative, operations, or project coordination experience supporting Senior leadership in a fast-paced corporate environment.
• 10+ years of strong Executive Assistant experience supporting Senior executives, ideally including officers of a company.
• Proven experience providing high-level executive support, including complex calendar management and logistics for Senior executives.
• Exceptional attention to detail, particularly in managing complex calendars, scheduling, and logistics.
• Advanced proficiency with Microsoft Outlook, including sophisticated calendar management.
• Advanced proficiency with Microsoft Teams for virtual meetings and collaboration.
• Advanced proficiency with Microsoft Word, Excel, and PowerPoint for document preparation, reporting, and presentations.
• Proficiency with Concur or similar expense management and travel booking systems.
• Strong executive calendar management skills, including the ability to structure back-to-back meetings, schedule breaks, and factor in travel and preparation time.
• Demonstrated ability to anticipate needs, think ahead, and identify potential issues before they occur.
• Strong contingency planning skills, including building and managing Plan B options for meetings, travel, and logistics.
• Highly organized and proactive, with the ability to manage multiple competing priorities in a dynamic environment.
• Strong written and verbal communication skills with executive-level professionalism.
• Ability to function as a true business partner to the executive, going beyond transactional administrative tasks.
• Comfort working independently with minimal guidance in an evolving organizational structure.

Responsibilities

• Provide high-level administrative and operational support directly to the Chief Data & AI Officer, acting as a trusted business partner.
• Manage a complex executive calendar with exceptional attention to detail, including scheduling internal and external meetings, balancing back-to-back commitments with appropriate breaks, and aligning with the executives preferred meeting cadence.
• Learn and adapt to the executives working style, including preferences for calendar structure, communication, meeting preparation, transition time between meetings, and travel and logistics coordination.
• Stay two steps ahead of the executive by anticipating needs, identifying potential issues before they arise, and proactively planning solutions.
• Develop and maintain contingency plans for meetings and travel, ensuring backup options are in place when circumstances change.
• Coordinate extensive domestic and international travel, including trips to Switzerland, by arranging flights, hotels, ground transportation, and related logistics.
• Manage conference and event logistics, including registrations, agendas, materials, and coordination for internal and external engagements.
• Prepare and organize meeting agendas and related materials for readiness and informed decisions.
• Process and manage expense reports accurately and in a timely manner, using appropriate systems such as Concur.
• Communicate professionally on behalf of the executive with internal and external stakeholders.
• Support the broader AI & Data leadership team as expectations are defined, possibly providing limited administrative support to Directors and VPs.
• Operate independently in an environment with no other administrative assistants on the team.
• Collaborate with the executive to define and refine the scope of support as the organization grows.
• Ensure all administrative processes and documentation are organized, accurate, and aligned with corporate policies.
• Maintain a solution-oriented mindset by presenting recommended next steps and options when issues arise.

Skills

Executive support

Calendar management

Travel coordination

Concur experience

Microsoft Outlook

Communication skills

Independent worker

Problem solving

Logistics planning

Hybrid work environment

Education

Bachelor's degree preferred

Tools

Concur

Microsoft Outlook

Microsoft Teams

Microsoft Word

Excel

PowerPoint

Job description

Actalent in Wilmington, DE is seeking a Senior Administrative Assistant to provide high-level support to the Chief Data & AI Officer in a fast-paced environment. This role emphasizes strategic partnership, complex calendar management, and travel logistics.

You will manage travel, meetings, and expense reports using Concur, collaborate across the AI & Data leadership team, and operate independently without other assistants on the team. Hybrid work arrangement is expected.