Executive Administrative Assistant

Job Title: Executive administrative assistant

Job Description

The Executive administrative assistant provides comprehensive administrative and technical support to senior leadership, relieving the Vice President and senior Managers of a wide range of administrative details. This role coordinates executive calendars, meetings, travel, and communication, while supporting operations through accurate documentation, reporting, and liaison activities with internal departments and external partners, including international counterparts.

Responsibilities

• Perform a variety of general administrative and secretarial tasks of moderate complexity to support the Vice President and senior Managers and relieve them of routine administrative details.
• Execute and initiate the implementation of administrative practices and procedures in collaboration with senior leadership and other stakeholders.
• Prepare and review meeting agendas, attend staff and conference meetings as directed, and accurately record and distribute meeting minutes.
• Complete administrative functions required by the Vice President and senior Managers in the execution of their duties, ensuring timely and accurate follow-through.
• Apply knowledge of the business and executive functions to provide guidance and assistance to other staff members, helping to ensure smooth day-to-day operations.
• Perform filing and organization of company information for the Operations department or route records to appropriate personnel for proper filing and retention.
• Communicate information between the Vice President and staff members clearly and professionally, both verbally and in writing.
• Prepare and coordinate the flow of communication within the Operations department and between other internal departments, staff, and external allied organizations and entities.
• Arrange conferences, seminars, meetings, and agendas, including preparing travel requests and making transportation and hotel arrangements for administrative staff and executives as needed.
• Maintain ongoing contact and communication with German counterparts and executive offices to support international coordination and alignment.
• Coordinate the completion and maintenance of sensitive data, such as the Vice President’s goal agreement, ensuring confidentiality and accuracy.
• Act as a liaison between the Vice President and public entities such as universities and other external organizations.
• Coordinate worldwide travel schedules for the Vice President and senior Managers, managing itineraries and logistics to support effective use of time.
• Manage the Vice President’s calendar to facilitate important dates, avoid scheduling conflicts, and ensure adequate time for regular duties.
• Coordinate the Vice President’s activities related to special ceremonies, events, and international visitors, serving as the ongoing contact person for German plants and headquarters, particularly in the Vice President’s absence.
• Prepare professional presentations for the Vice President, utilizing advanced PowerPoint skills to clearly communicate key information.
• Support technical and engineering-related administrative tasks, including reporting and documentation for technical support activities.
• Assist with administrative processes related to payroll, benefits, and related systems such as PeopleSoft, ensuring accurate data handling and reporting.
• Utilize reporting tools and Microsoft Office applications to create, update, and distribute reports that support operations and executive decision-making.

Essential Skills

• Minimum of five (5) years of relevant professional experience in an administrative assistant function or closely related areas.
• Associate’s degree in Business Administration, a related field, or an equivalent combination of education and experience.
• Demonstrated ability to maintain a professional demeanor in all situations and to handle and withhold confidential information with discretion.
• Strong flexibility and adaptability in a fast-paced environment with changing priorities.
• Excellent interpersonal skills with the ability to work effectively with all levels of internal management and staff, as well as outside clients and vendors.
• Proven project coordination experience, including planning, organizing, and tracking tasks to completion.
• Advanced proficiency in Microsoft PowerPoint, including the ability to create clear, visually engaging executive presentations.
• Advanced proficiency in Microsoft Excel for data organization, reporting, and analysis.
• Solid proficiency with the Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.
• Strong written and verbal communication skills for preparing agendas, minutes, correspondence, and executive-level communications.
• Excellent organizational skills and attention to detail in managing calendars, travel, documentation, and filing.
• Ability to manage sensitive and confidential data, such as executive goal agreements, with accuracy and integrity.

Additional Skills & Qualifications

• Experience providing technical support or engineering-related administrative support, including familiarity with engineering technical support processes.
• Experience with reporting tools and methods for compiling, formatting, and distributing operational and executive reports.
• Background in administrative support for payroll and benefits processes, including use of systems such as PeopleSoft.
• Strong general administrative support capabilities, including document preparation, record management, and office coordination.
• High level of organization and time management skills to handle multiple tasks, deadlines, and competing priorities.
• Ability to coordinate international communication and activities, including interaction with German counterparts and executive offices.
• Comfort working as a liaison between executives and external entities such as universities and allied organizations.
• Other related education in business, administration, or a similar discipline is beneficial.

Work Environment

The role operates in an open office environment that supports collaboration and frequent interaction with senior leadership, operations staff, and international counterparts. Work is primarily performed using standard office technologies and software, including the Microsoft Office Suite, reporting tools, and enterprise systems such as PeopleSoft. The position involves regular use of computers for communication, documentation, scheduling, and presentation creation, as well as phone and virtual meeting tools to coordinate with internal departments and global partners. The environment is professional, with an emphasis on confidentiality, organization, and responsiveness to executive-level needs.

Job Type & Location

This is a Contract position based out of Birmingham, AL.

Pay and Benefits

The pay range for this position is $28.00 - $35.00/hr.

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.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: • Medical, dental & vision • Critical Illness, Accident, and Hospital • 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available • Life Insurance (Voluntary Life & AD&D for the employee and dependents) • Short and long-term disability • Health Spending Account (HSA) • Transportation benefits • Employee Assistance Program • Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in Birmingham,AL.

Application Deadline

This position is anticipated to close on Sep 18, 2026.

About Actalent

Actalent is a global leader in engineering and sciences services and talent solutions. We help visionary companies advance their engineering and science initiatives through access to specialized experts who drive scale, innovation and speed to market. With a network of almost 20,000 consultants and 5,000 clients across the U.S., Canada, Asia and Europe, Actalent serves many of the Fortune 500. We are proud to be an Engineering News-Record (ENR) Top 500 Design Firm for our engineering design services and a ClearlyRated Best of Staffing® winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email actalentaccommodation@actalentservices.com for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.