Executive Assistant

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; preparing expense reports; arranging 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
  
  

Minimum Education/Abilities/Skills

• Associate degree or its equivalent
• 3-5 years of related experience required
• 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
  
  

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. An operating company of Allegis Group, the global leader in talent solutions, Actalent launched as a new specialized engineering and sciences talent services and workforce solutions brand in 2021.

Our Culture

The Actalent experience is one of high standards for professional and personal growth, integrity, and inclusivity. Everyone has ownership in the Actalent culture. We ask each member of our team to help us build our culture by

• Bringing their best selves to work every day in terms of caring, competitive spirit and character
• Leading by example and working with purpose and pride
• Committing to fostering an inclusive and safe workplace where everyone can be their authentic selves
  
  

Our Commitment

Actalent is an equal opportunity employer. We understand the power of a diverse team, celebrate differences, and promote inclusive and accessible environments. To support our colleagues in being their authentic selves and give everyone opportunities for allyship, we offer a range of employee resource groups.

• Actalent PRIDE
• Empowered Women at Actalent
• BIPOC
• Military and First Responder
• Strong Voices (Bringing people of color together to successfully build relationships through mentorship and high performing partnerships)
  
  

Our Corporate Social Responsibility Strategic Partnerships

We form alliances with diversity related national organizations for the contributions they make to the communities we serve, their ability to help our organization make an impact on diversity recruitment in the marketplace and the development offerings they have for our internal employees and consultants. See below for a list of current strategic partners

• BEYA – Black Engineer of the Year Awards
• SHPE – Society of Hispanic Professional Engineers
• Women of Color Stem Conference
• Linkage’s Women in Leadership Institute
• Girlstart
• SAE Foundation
• SMASH
• National Urban League
• SASE – Society of Asian Scientists and Engineers