Executive Assistant

Actalent Services•Hanover, MD

19d•Hybrid

About The Position

Actalent is seeking an Executive Assistant to join our team at our East Coast Corporate office in Hanover, MD. This role provides a high level of administrative support to two Vice Presidents and serves as a liaison to leadership and senior management teams at Actalent Global Headquarters. The ideal candidate will be creative, enjoy working in a mission-driven, results-driven, and community-oriented environment, and possess the ability to anticipate needs, think critically, and offer solutions with professionalism and confidentiality.

Requirements

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

Responsibilities

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