Executive Assistant

Executive Assistant

Aerotek has an immediate opening for an Executive Assistant at the corporate office in Hanover, MD.

Schedule:

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

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; 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

Corporate Support:

• 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

Minimum Education | Abilities | Skills

• 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.

Special Requirements

• Some Travel Required

Compensation

Per Pay Transparency Acts: The range for this position is $50,000 - $80,000. The bonus potential is up to $2,500 annually.

Benefits are subject to change and may be subject to specific elections, plan, or program terms. This role is eligible for the following:

• Medical, dental & vision
• 401(k)/Roth
• Insurance (Basic/Supplemental Life & AD&D)
• Short and long-term disability
• Health & Dependent Care Spending Accounts (HSA & DCFSA)
• Transportation benefits
• Employee Assistance Program
• Tuition Assistance
• Time Off/Leave (PTO, Primary Caregiver/Parental Leave)
• $100 Monthly Cellphone Allowance

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.