Executive Assistant

• Internal | Permanent
• Full Time | 8:00 AM - 5:00 PM
• Hybrid | 4 days in-office, 1 day remote

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.

• Provide high-level administrative support to 2 Vice Presidents; including managing an extremely active calendar of appointments; scheduling meetings and conference calls; prepare expense reports; arrange 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

• Schedule conference rooms for various meetings, trainings, etc.
• Order meals as requested for meetings, trainings, etc.
• Track and order office supplies, lunches and catering
• Complete P-Card req for funds and reconciliation
• Coordinate team events and outings
• Completes other duties as assigned
• Communicating effectively, both verbally and in writing
• May manage additional programs including, but not limited to flower purchases pertaining to the flower policy and colleague anniversary information, costs and gifts

• Associate degree or its equivalent preferred
• 2-3 years of related experience preferred
• 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.

• Some Travel Required

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.

Our Aston Carter brand provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies.

Actalent is an equal opportunity employer. We are committed to creating and fostering an inclusive environment for all employees. We encourage all employees to bring their most authentic selves to work. To achieve these goals, we offer a range of community groups and service opportunities for all employees.

Allegis Group Foundation

The Allegis Group Foundation is a central part of our commitment to giving back to the communities in which we work and live. Did you know that the Allegis Group Foundation can accelerate your efforts to create meaningful change in our communities? Incorporated in 2000, this philanthropic arm of our business awards direct grants to nonprofit organizations and provides additional financial support through our Employee/Office Match Program.

We form strategic alliances with national organizations for the contributions they make to the communities we serve, their ability to help our organization make an impact in the marketplace, and the development offerings they have for our internal employees and consultants.