Administrative Assistant jobs at Convergint

Summary of Responsibilities: CREO Group is growing rapidly, and we are seeking a seasoned Executive Assistant to provide high-level administrative support to the Chief Executive Officer and executive leadership team, ensuring efficient operations and seamless coordination. This highly visible role requires exceptional organizational skills, strong attention to detail, strong interpersonal skills, and confidentiality and professionalism for interacting with internal and external stakeholders at all organizational levels. Essential Functions: Calendar & Meeting Management Manage complex executive calendars, including scheduling, prioritizing, and coordinating meetings, corporate events and Board of Directors meetings. Arrange domestic and international travel and maintain travel policy adherence. Utilize Microsoft Office Suite (Word, Excel, PowerPoint) to prepare agendas, create and edit spreadsheets, presentations and documents for internal and external meetings. Ensure accurate data entry, formatting, and quality control within all executive materials. Coordinate meeting logistics, including room setup, technology support, and follow-up action items. Administrative & Operational Support Provide comprehensive administrative support to the CEO and other executive leadership, including document preparation, report generation, and file management. Assist with preparing, submitting, and tracking executive expense reports in a timely manner. Support special projects, research, and strategic initiatives, as assigned. Provide project management support, as requested, including monitoring and tracking performance. Front-Office & Communication Support Manage the Atlanta office headquarters - from visitor experience to back-office needs. Coordinate administrative updates across all office and plant locations for consistency. Manage all forms of correspondence (email, phone, etc.) including Board of Directors, external customers and suppliers, and internal needs. Serve as a primary point of contact for internal teams, clients, and external partners. Required Skills: Strong proficiency in Microsoft Office Suite: Word, Excel, PowerPoint. Executive presence with exceptional written and verbal communication skills, and ability to interact in a variety of situations and people, sometimes under high pressure. Proven ability to manage multiple priorities, meet deadlines, and work independently. Track record of being resilient and adaptable to change, with flexibility to quickly reprioritize. Professional demeanor with strong interpersonal skills and customer-service orientation. High level of discretion and integrity when handling confidential information. Commitment to our core values of Collaboration, Respect, Empowerment and Opportunity. Competencies: 10+ years of administrative support experience, with 5 years supporting senior leadership Associate or Bachelor's Degree preferred Assertive and action-oriented experience; strong multi-tasking, analytical thinking and organizational skills in a fast-paced work environment Cross-functional collaboration, networking and team engagement Physical Demands: Long periods of work that primarily involve sitting. Light work that includes moving objects up to 20 pounds.

Our client, a leading medical devices manufacturing company, is looking for an Executive Administrative Assistant. This is for an initial duration of 7 months and is located in Coralville, IA. Shift: Monday- Friday, 9am - 5pm Top 3 Skills: Calendar & travel management MS office especially in Power Point PM/Coordination for small projects or teams meetings Job Description: The Executive Assistant plays a crucial role in supporting 2 - 3 Vice Presidents by ensuring the smooth operation of their daily activities through timely calendar and expense management, domestic and international travel arrangement and meeting preparation. This position reports to the Vice President, Product Management and won-site role. This position also supports the Vice President, Strategic Marketing. In this role, you will have the opportunity to: Oversee and maintain the MS Outlook calendars of up to 3 Vice Presidents with a forward-thinking aptitude for timelines, milestones, availability, reminders, and preparation time. Manage documentation flow, including signature requests, reports, and all other correspondence. Also oversee electronic approvals and requests on behalf of the executive(s) related to vacation time, legal signatures, staff expenses, purchase orders and check requests, and any other special requests such as drafting communications on their behalf. Administer the logistics of on-site, off-site and/or virtual events/meetings with tasks such as: obtaining quotes, contract review and coordination, booking hotel accommodations, coordinating catering and menus, agenda preparation, meeting space and supplies set-up, arranging for car service, etc. The essential requirements of the job include: Long-standing experience supporting senior leaders/high-level executives in a corporate environment Excellent organizational, time and project management skills as well as exceptional attention to detail Highly adept at using Microsoft Office products (Outlook, Teams, Excel, PowerPoint, SharePoint, OneDrive) It would be a plus if you also possess previous experience in: Handling highly sensitive and confidential materials/matters Coordinating domestic and international travel, including country-specific Visa requirements Using Oracle, SAP Concur, my CWT & Miro

Immediate need for a talented Admin Assistant. This is a 04 Months Contract opportunity with long-term potential and is located in Syracuse, NY (Onsite). Please review the job description below and contact me ASAP if you are interested. Job ID:25-94989 Pay Range: $36 - $36.95/hour. Employee benefits include, but are not limited to, health insurance (medical, dental, vision), 401(k) plan, and paid sick leave (depending on work location). Key Responsibilities: Serves as primary administrative contact for Executives, working across all lines of business and with external agencies to answer questions and resolve administration-related issues. Provides support for daily Executive operations including meeting arrangements, travel and expenses. Coordinates overall office functioning through inventory checks, space scheduling, event planning, event execution and paperwork processing. Acts as a liaison between Executives and internal departments, ensuring effective communication and cohesion. Maintains Executive calendars, contact lists and provides ad-hoc support as needed. Key Requirements and Technology Experience: Must have skills: - Executive Support, Calendar Management, Travel & Expense Coordination High School Preferred No Experience Required; 2 Years Preferred Physical Requirements: Sedentary Work Our client is a leading Insurance Industry and we are currently interviewing to fill this and other similar contract positions. If you are interested in this position, please apply online for immediate consideration. Pyramid Consulting, Inc. provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. By applying to our jobs you agree to receive calls, AI-generated calls, text messages, or emails from Pyramid Consulting, Inc. and its affiliates, and contracted partners. Frequency varies for text messages. Message and data rates may apply. Carriers are not liable for delayed or undelivered messages. You can reply STOP to cancel and HELP for help. You can access our privacy policy here.

Duration of Assignment: 2 months with a chance to extend based on LOA return Work hours: 9:00 am - 5:30 pm / 40 hours per week Dress code: Business Casual Parking: Metered Parking on Norwalk or can purchase monthly pass, approximately 118.00 per month - to be paid at contingent's expense The incumbent will: Serve as internal resource for our faculty, administrators and technical laboratory personnel to support daily clinical operations. Perform administrative duties associated with receiving, accessioning and triaging patient specimens, blocks and slides. Prepare and maintain departmental documents and ensure proper distribution of related patient materials, including scanning documents into the EMR. Type and proof correspondence, memoranda, reports, proposals, technical papers, manuscripts and other documents for supervisor or department staff as requested. Respond to inquiries and requests for information requiring knowledge of departmental and client policies and procedures. Coordinate with key vendors for services and assist in the maintenance and use of office equipment. Oversee office operations and assist in purchases to maintain supplies and inventory. Research and gather data for departmental reports. Note to Suppliers: Candidates that have worked in a clinic in a non-clinical/administrative role supporting Pathology or Dermatology is a plus! Must have good typing skills - 40 wpm+ This office supports heavy phone volume. Candidate must present professionalism and have excellent customer service skills including clear communication skills. This Department needs a candidate that can be trained quickly and jump in to support the volume. There is some transcription involved in this role but it is not listening to dictation, it requires transferring data from one form to another.

CEO/President Support: Reports directly to the CEO/President (C/P). Provide comprehensive support services to the (C/P) that ensures a professional, responsive, and effective experience with the organization. Maintain C/P calendar. Prioritizes inquiries and requests while troubleshooting conflicts with little guidance; makes judgments and recommendations to ensure smooth day-to-day engagements. Update and maintain data bases for C/P. Office Management: Limited Support of Human Resources for the organization including: Limited Assistance with recruitment efforts, new hire orientations and on-boarding. Acts as a liaison with landlord and building management on any office-related issues. Provides timely and proactive management of the organization's office environment. Maintains physical and electronic office filing systems for C/P, and other as assigned. Administrative Functions: Writes error-free, emails and letters for various events and announcements. Maintains confidentiality and uses a high degree of discretion. Works in a professional and focused manner to schedule internal and external meetings. Takes notes and distributes meeting minutes, agendas and meeting packages. Maintain digital files. Other duties as assigned. QUALITIES OF OUR ADMINISTRATIVE ASSISTANT Maintains punctual, regular, and predictable attendance. Works collaboratively in a team environment with a spirit of cooperation and as a relationship builder. Displays excellent communication skills including presentation. Diplomatic skills required in working with guests, vendors, and coworkers and including the ability to communicate effectively and remain calm and courteous under pressure. Displays engaging interpersonal skills including the ability to think and act strategically, provide sound judgment, and provide a positive and energetic attitude. Provides systematic and dependable follow up, as well as a high level of organization and preparedness. Maintains workflow under pressure and in a fast-paced, high-profile work environment. Respectfully takes direction from C/P. REQUIREMENTS 2+ years of administrative experience Bachelor's degree preferred, but an associate's degree with sufficient administration experience may suffice Event management experience (working with major events) Coordinate and execute email blasts and mail campaigns to promote events and initiatives. Manage follow-up communications and outreach related to event planning and attendance. Experience using web conferencing tools such as Zoom or WebEx Uses Outlook, Word, Excel and PowerPoint to produce materials for internal and external meetings and conferences. Understanding of basic AI tools. Experience and knowledge of YouTube Understanding of social media platforms Some Photoshop and Canva experience preferred. Ability to multitask. An attention to detail. Works with little direction Organized Ability to plan ahead. Ability to work with Posh / Eventbrite or similar apps. Spanish speaking (Bilingual) strongly preferred. Both written and verbal skills

Immediate need for a talented Administrative Assistant IV. This is a 06 months contract opportunity with long-term potential and is located in Owings Mills ,MD(Hybrid). Please review the job description below and contact me ASAP if you are interested. Job ID:25-94478 Pay Range: $30 - $32/hour. Employee benefits include, but are not limited to, health insurance (medical, dental, vision), 401(k) plan, and paid sick leave (depending on work location). Key Responsibilities: Provide support to assigned executives during peak periods, absences, or transitional phases, supporting complex calendar and meeting management, document preparation, communications, and planning. Support shared mailbox and intake workflows by triaging requests, gathering key details, and ensuring completion timely. Review and analyze mail and incoming memos, drafting, editing, and formatting documents, letters, emails, presentations, and reports to determine their significance and plan distribution. Book travel, manage itineraries, process expense reimbursements, and understand corporate policies related to T&E. Provides support on ad hoc assignments and specialized administrative projects. Key Requirements and Technology Experience: Key Skills; Calendar Management Traveling management Expense Concur MS Office Excel Excellent verbal, written, and interpersonal communication skills, exceptional customer service, organizational, and time management skills. Strong ability in anticipating needs, taking initiative while building trust with executives, team members, and business partners, while upholding service standards for operational excellence. Strong analytical, critical thinking, problem-solving skills, high attention to detail, and quality control with ability to identify errors, inconsistencies, and gaps in complex or messy data. High proficiency with Microsoft 365 (Outlook, Word, Excel, PowerPoint, SharePoint), MS Apps (Planner, Forms, Power Automate, & Power BI), and Team, Zoom, & Adobe. High school diploma or GED required. 5 years of experience supporting C-Suite executives required. Experience managing projects, developing workflows, reporting, or digital administrative tools, highly desired. Our client is a leading Investment Industry, and we are currently interviewing to fill this and other similar contract positions. If you are interested in this position, please apply online for immediate consideration. Pyramid Consulting, Inc. provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, colour, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. By applying to our jobs you agree to receive calls, AI-generated calls, text messages, or emails from Pyramid Consulting, Inc. and its affiliates, and contracted partners. Frequency varies for text messages. Message and data rates may apply. Carriers are not liable for delayed or undelivered messages. You can reply STOP to cancel and HELP for help. You can access our privacy policy here.

Serve as an Administrative Assistant reporting to executive-level managers. Work closely with other executive Administrative Assistants. Must be a team player with the ability to hit the ground running. Key Responsibilities: Schedule US and Canada travel arrangements. Manage calendars for managers efficiently. Provide administrative support including documentation and communications. Support internal and external business meetings. Experience Requirements: 1-3 years of work experience as an Administrative Assistant. Experience as an office manager is a plus. Skills and Qualifications: Strong attention to detail. Excellent written and verbal communication skills. Proficiency with MS Office products. Experience with SAP is a plus. If you are interested, please reply to me back with your updated resume or share the best time and number so that we can discuss this in detail.

Yacht Management Assistant - Permanent - Palm Beach, FL - Competitive package This is an excellent opportunity to join a global yacht management based in Palm Beach, FL You will assist and support one or more of the Yacht Managers in their duties which includes; Day to day organisation and administration of management activities provided under the terms of the respective yacht management agreement Responsibilities include: Liaison and co-ordination with the Crew Manager, Technical Manager, Safety & Compliance Manager, Yacht Accountants and other Yacht Manager Assistants to provide for the smooth and efficient operation of each yacht Providing a key point of contact for the yachts allocated to your team Assist the Yacht Manager during ISM, ISPS & MLC internal audits; Assist with obtaining crew certification Liaise with agents to make port arrangements, berth reservations and other requirements Work in close cooperation with members of the Yacht Management Finance team to administer, monitor and manage operational expenditure against budget Liaise with the designated Technical Manager to in relation to outstanding defect reports and technical matters Plan and organise Yacht Managers travel plans, booking flights and hotels as required Experience Required: Experience working on yachts or for a yacht management company (desirable) Prior experience in a PA or administrative role (desirable) Good IT skills; able to use MS Office products to intermediate level Skilled at organization and administration of office work Attention to detail, conscientiousness and capable of recording information accurately Able to solve problems, balance priorities and manage time; Positive, can-do personality. Professional in approach. Someone who enjoys working in a fast paced environment. Good standard of written and spoken English. Fluency in another language is desirable You must have the right to work in the USA to be considered and live in commutable distance to the office. To apply, please contact Tom Settle on +***********59 or send your CV to **************************** Navis Consulting; Keeping your career on course.

Cornerstone Controls is seeking a Project Management Assistant to support our automation projects. This role is ideal for someone with strong organizational skills who can keep project timelines, resources, and deliverables on track. As a Project Management Assistant, you'll work closely with project managers to coordinate schedules, resources, and documentation across a range of industrial automation projects. Your attention to detail and planning skills will help ensure projects are delivered on time and within budget. Responsibilities Develop and maintain project schedules using tools such as Microsoft Project, IFS, or Smartsheet. Assist in resource allocation and management, managing project purchased materials, and coordinating with internal teams and external vendors. Track project progress, identify risks or delays, and communicate updates to stakeholders. Maintain accurate project documentation, including schedules, reports, and meeting notes. Provide administrative support to project managers, including meeting coordination, project data troubleshooting and fixing, and enabling efficient project management operations. Requirements Bachelor's degree. Experience in project scheduling and coordination, preferably in an engineering or industrial environment. Proficiency in project management software (e.g., Microsoft Project, Smartsheet) and Microsoft Office Suite. Familiarity with business systems such as IFS, Oracle, or SAP is a plus. Strong attention to detail and ability to manage multiple priorities. Excellent verbal and written communication skills. Project scheduling or project management certification preferred. What We Offer Competitive compensation. Training and development opportunities. Comprehensive benefits package (medical, dental, vision, retirement, wellness programs). Supportive team environment with a focus on collaboration. Flexible work arrangements, including options for remote work. About Us At Cornerstone Controls, we are committed to delivering excellence in industrial automation projects. We value integrity, teamwork, and innovation, and we're looking for people who share these values to help us drive success for our clients. How to Apply Ready to grow your career in project management? Apply now and join a team where your organizational skills will make a real impact.

Job Description: Administrative Services Assistant Work Type: Onsite/Hybrid (Onsite interview required) We are seeking a detail-oriented and highly organized Administrative Services Assistant with strong policy-writing skills and experience in government or public-sector environments. The ideal candidate will have a solid understanding of merit system principles, civil service rules, and HR policies, along with hands-on experience developing Standard Operating Procedures (SOPs), conducting research, and supporting labor and employee relations activities. Key Responsibilities Draft, review, and maintain policies, procedures, and SOPs for administrative and HR functions. Conduct research on state, federal, and departmental regulations to ensure HR compliance. Support HR teams in the application of merit system and civil service rules. Assist with interpretation and implementation of personal HR policies and departmental guidelines. Provide administrative support for Labor Relations and Employee Relations activities. Ensure compliance with ADA, FMLA, and other applicable state and federal requirements. Prepare, edit, and format documents in Microsoft Word and maintain content in SharePoint. Coordinate and update internal policies to meet state and federal HR law requirements. Assist with audits, documentation, and process improvements. Perform general administrative duties as needed. Required Skills & Qualifications 3-5+ years of administrative support experience, preferably in a government or public-sector setting. Strong experience in policy writing, procedure development, and SOP documentation. Solid understanding of merit systems, civil service rules, and HR operational frameworks. Knowledge of ADA, FMLA, and related state and federal employment laws. Experience supporting Labor Relations and Employee Relations functions (preferred). Strong research and regulatory interpretation skills. Proficiency in Microsoft Word and working knowledge of SharePoint. Excellent written and verbal communication skills with high attention to detail. Ability to work onsite/hybrid in Martinez, CA. Additional Information Onsite interview required. Candidates with prior experience in county, state, or federal government agencies are strongly encouraged to apply.

Immediate need for a talented Administrative Assistant. This is a 12+ months contract opportunity with long-term potential and is located in Charlotte , NC, United States, (Iselin NJ, Charlotte NC, Frisco TX)(Hybrid). Please review the job description below and contact me ASAP if you are interested. Job ID: 25-93314 Pay Range: $20 - $23.70/hour. Employee benefits include, but are not limited to, health insurance (medical, dental, vision), 401(k) plan, and paid sick leave (depending on work location). Key Responsibilities: Serves as primary administrative contact for Executives, working across all lines of business and with external agencies to answer questions and resolve administration-related issues. Provides support for daily Executive operations including meeting arrangements, travel and expenses. Coordinates overall office functioning through inventory checks, space scheduling, event planning, event execution and paperwork processing. Acts as a liaison between Executives and internal departments, ensuring effective communication and cohesion. Maintains Executive calendars, contact lists and provides ad-hoc support as needed. Key Requirements and Technology Experience: Key skills; Executive Support Calendar/Meeting/Travel Arrangement Strong Organizational & Multi-Tasking Skills High School Preferred No Experience Required; 2+ Years Preferred Physical Requirements: Sedentary Work Career Level 3IC Desired skills: Bachelor's Degree willingly shares their knowledge and expertise with others to enhance team performance. Consistently works on projects and special assignments and may be asked to be a Subject Matter Expert Actively participates in activities of problem solving, project planning, development and execution of stated goals and objectives. Demonstrates the ability to work independently, multi-task, prioritize and escalate issues to the proper authority when necessary May coordinate workflow with team members and has the ability to act as back-up for the Senior Manager on specific duties Organized, detail oriented and follows-through Able to multi-task and produce in a fast paced, team oriented environment Excellent oral and written communication skills Strong interpersonal and customer service skills Our client is a leading Insurance Industry, and we are currently interviewing to fill this and other similar contract positions. If you are interested in this position, please apply online for immediate consideration. Pyramid Consulting, Inc. provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. By applying to our jobs you agree to receive calls, AI-generated calls, text messages, or emails from Pyramid Consulting, Inc. and its affiliates, and contracted partners. Frequency varies for text messages. Message and data rates may apply. Carriers are not liable for delayed or undelivered messages. You can reply STOP to cancel and HELP for help. You can access our privacy policy here.

ADMINISTRATIVE ASSISTANT - MERIDIAN, ID CANDIDATES MUST BE LOCAL TO THE SERVICE AREA - INTERNATIONAL CANDIDATES NEED NOT APPLY Since 1993, Right! Systems, Inc. (RSI) has been providing exceptional solutions and uncommon expertise to help our customers achieve lasting benefits. As a multi-vendor systems integrator, we maintain high-level certifications with key technology partners for one reason: our customers. We are seeking a talented, highly organized and self-motivated individual for the role of Administrative Assistant. This is a full time position. Candidates must live in the service area and report to the Meridian, Idaho office location. This role reports to the VP of Sales. Work schedule is typically during business hours Monday-Friday 8am-5pm. Work outside normal business hours or travel would be as needed on an infrequent basis. Duties/Responsibilities Vendor management of OEM programs/rebate and partner status management Certification tracking and planning for OEM requirements Pre-sales routing/sales activity reporting Calendar management for internal and external meetings Booking and coordinating travel/mileage and awards tracking Maintaining and negotiating travel contracts and rates Internal meeting and event planning and coordination Vendor/customer accommodations Service team invoicing report entries Sales team travel expense review Job posting/recordkeeping and onboarding activities PTO entries/related reporting for payroll Background check submissions/recordkeeping Company asset tracking maintenance Answering and routing calls/messages coming into the main phone line Assist with local office mail, packages, faxes and supplies Other work-related duties as assigned Qualifications/Requirements High School Diploma 3-5 Years recent and relative administrative experience required Strong familiarity with MS office products (Excel, Word, PowerPoint, etc.) Strong organizational skills Strong interpersonal, written and oral communication skills Strong customer service orientation Candidate must be able to conduct research into issues and problems Candidate must be able to present ideas in user-friendly language Candidate must be highly self-motivated and self-sufficient Candidate must be team-oriented, able to work in a collaborative environment Candidate must be able to effectively prioritize tasks in high-pressure environments Candidate must have a valid Driver's license and vehicle insurance Compensation/Benefits Compensation DOE RSI offers competitive salary, comprehensive benefits package that includes group medical, dental and vision insurance, 401(k), life insurance/LTD, and PTO (Paid Time Off) for vacation, sick and personal leave needs. Right! Systems provides equal employment opportunity to all employees and applicants for employment without regard to race, color, creed, citizenship, status, national origin, ancestry, gender, genetic information, sexual orientation, gender expression or identity, age, religion, pregnancy or pregnancy-related conditions, physical or mental disability, marital status, veteran status, political affiliation, or any other characteristic protected by law.

We are seeking a highly organized and proactive Administrative Assistant to support our dynamic technology team. The ideal candidate will be tech-savvy, detail-oriented, and capable of managing multiple priorities in a fast-paced environment. This role is essential to ensuring smooth daily operations and providing exceptional administrative support to our leadership and team members. Administrative Support Manage and maintain executive calendars, scheduling meetings, appointments, and conference calls across multiple time zones Coordinate travel arrangements including flights, accommodations, ground transportation, and detailed itineraries Prepare, edit, and format documents, presentations, reports, and correspondence Handle incoming calls, emails, and correspondence with professionalism and discretion Manage office supplies inventory and coordinate with vendors for equipment and services Meeting and Event Coordination Organize and coordinate internal and external meetings, including logistics, catering, and technology setup Prepare meeting agendas, materials, and take detailed minutes when required Coordinate company events, team-building activities, and occasional client meetings Manage virtual meeting platforms (Zoom, Microsoft Teams, Google Meet) and troubleshoot technical issues Project and Database Management Assist with special projects and research as needed Maintain and update databases, contact lists, and filing systems (both digital and physical) Track project deadlines and follow up on action items Support onboarding processes for new employees Financial and Administrative Tasks Process expense reports and assist with budget tracking Coordinate with accounting for invoice processing and vendor payments Maintain confidential personnel and company information with discretion Required Qualifications Education and Experience Associate's or Bachelor's degree preferred, or equivalent work experience 2-4 years of administrative assistant experience, preferably in a technology or corporate environment Experience supporting C-level executives is a plus Technical Skills Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) or Google Workspace Experience with project management tools (Asana, Monday.com, Trello, or similar) Comfortable learning new software and technology platforms quickly Familiarity with video conferencing platforms and basic troubleshooting Experience with CRM systems (Salesforce, HubSpot) is a plus Core Competencies Exceptional organizational skills with ability to prioritize and multitask effectively Strong written and verbal communication skills High attention to detail and accuracy Ability to maintain confidentiality and exercise discretion Proactive problem-solving approach with minimal supervision Professional demeanor and positive attitude Flexibility to adapt to changing priorities and deadlines Preferred Qualifications Experience in the technology industry or startup environment Knowledge of basic HTML, collaboration tools (Slack, Microsoft Teams), or ticketing systems Event planning or coordination experience Familiarity with vendor management and procurement processes Work Environment Fast-paced technology company environment Hybrid work arrangement available (specific days in office) Occasional overtime or flexibility required for urgent projects or executive travel Collaborative team culture with cross-functional interaction What We Offer Competitive salary commensurate with experience Comprehensive benefits package including health, dental, and vision insurance 401(k) retirement plan with company match Professional development opportunities Flexible work arrangements Modern office environment with latest technology Collaborative and innovative company culture

About Us We are a dynamic, fast-paced staffing organization serving clients across South Florida and beyond. Our leadership team operates with urgency, adaptability, and entrepreneurial energy. We are seeking an Executive Assistant who thrives in a fast-moving environment and can provide high-level support to a CEO whose schedule is demanding, fluid, and often requires proactive coordination. Position Overview The Executive Assistant will serve as the primary support partner to the CEO, ensuring day-to-day operations run smoothly and that the CEO remains organized, informed, and accessible. This role requires discretion, initiative, flexibility, and a talent for bringing structure to shifting priorities. The ideal candidate is comfortable navigating ambiguity, managing rapid changes, and independently driving tasks to completion. Key Responsibilities Calendar & Schedule Management: Manage and maintain the CEO's daily schedule, including meetings, travel, deadlines, and shifting priorities. Task Management & Prioritization: Proactively track CEO whereabouts, commitments, and follow-ups to ensure critical responsibilities are met on time. Anticipate needs and take initiative to address issues before escalation. Communications Liaison: Serve as a communication liaison between the CEO and internal/external stakeholders. Meeting Preparation: Prepare reports, presentations, agendas, and meeting materials as needed. Travel Coordination: Coordinate travel arrangements, accommodations, and logistics. Confidentiality & Discretion: Maintain confidentiality, professionalism, and discretion at all times. Administrative & Operational Support: Assist with office operations, vendor coordination, and project management tasks as required. Support organizational projects, research, documentation, and process improvements. Required Qualifications 5+ years of experience as an Executive Assistant, Administrative Manager, or similar role supporting senior leadership. Strong organizational skills with the ability to manage multiple competing priorities. Excellent written and verbal communication skills with a high attention to detail. High level of discretion and sound judgment. Proficiency with Microsoft Office Suite, MS Teams, and virtual collaboration tools. Comfortable in a fast-paced, sometimes chaotic environment; thrives under pressure. Proven ability to support an executive with a highly variable and unpredictable schedule. Demonstrated problem-solving and critical-thinking abilities. Ability to work onsite in Weston, Florida at least 3 days per week (2 days remote optional). Preferred Qualifications 2+ years of experience in staffing, recruiting, HR, or agency environment.

itD is a leading, woman- and minority-owned global technology consulting company. We are hiring a Jr. Executive Assistant to join our diverse and dynamic global team. The role is hybrid SJC/SFO supporting the SVP and VP of Collaboration Marketing, but reporting to the current Sr. EA. This is a W2 opportunity with itD and contracted at a Fortune 500 client in Silicon Valley. The individual selected will be instrumental in helping us continue to deliver excellence to our base of leading global accounts. You will also interact closely with itD's Communities of Practice (CoP), expand your network, and grow your career. This is a unique chance to meet others who think differently and are passionate about challenging the status quo! The internal responsibilities will be as follows: Attend regular internal practice community meetings. Collaborate with your itD practice team on industry thought leadership. Complete client case studies and learning material. (Blogs, media material). Build out material to contribute to Digital Transformation practice. Attend internal itD networking events (in person and virtual). Work with leadership on career fast-track opportunities. Job Title: Jr. Executive Assistant Location: Hybrid SJC/SFO Compensation: $60,000/yr - $62,000/yr Interview: 4 Rounds, Webex video Years of Experience: 3-5yrs Travel: Yes within US as needed Job Summary: As a Jr. Executive Assistant you will be responsible for supporting the SVP and VP of Collaboration and Marketing while reporting to the current Sr. EA. Meet the Team We are looking for an experienced and highly organized Executive Assistant / Business Partner to provide direct support to the Vice President, while also acting as a key backup and collaborator to the Executive Assistant of the Senior Vice President of Marketing. This role requires exceptional judgment, strong communication skills, and the ability to operate effectively in a fast-paced, dynamic environment. Your Impact Executive Support & Coordination Provide daily executive support to the VP, including proactive calendar management, and prioritization of time-sensitive matters. Serve as a liaison between the VP and internal/external stakeholders, handling inquiries, routing communications, and ensuring timely follow-up and resolution. Act as backup for the SVPs Executive Assistant as needed supporting scheduling, communications, and travel coordination during absences or high-demand periods. Calendar & Meeting Management Manage complex calendars, prioritize meeting requests, and ensure alignment with strategic priorities. Coordinate meetings, track action items, and follow up Maintain awareness of key business priorities to make informed scheduling decisions and anticipate needs. Travel & Expense Management Coordinate detailed domestic and international travel itineraries for the VP, including logistics, briefing materials, and alignment with meeting objectives. Process and reconcile expense reports through Concur in compliance with company policies. Partner with the SVP EA for large event travel briefs and executive meeting packs. Events & Engagements Assist in planning speaking engagements, internal communications sessions, and team meetings. Collaborate closely with the marketing and communications teams to ensure the VP is well-prepared for each event. Help coordinate logistics and on-site support for large corporate events and conferences (e.g., GSX, WebexOne). Operational Excellence & Collaboration Partner with the SVP EA and broader EA community to standardize best practices, streamline processes, and ensure business continuity across the organization. Support administrative operations for the leadership team, including tracking deliverables, managing org-wide communications, and assisting with special projects. Demonstrate flexibility, teamwork, and discretion when handling sensitive or confidential information. Leadership & Mentorship Serve as a reliable partner within the administrative network, contributing to a collaborative and high-performing EA community. Champion innovation and continuous improvement in administrative processes. Who You Are You are a highly organized, resourceful, and proactive professional who thrives in dynamic environments. You balance precision with flexibility, handle multiple priorities gracefully, and bring a solution-oriented mindset to every challenge. Required qualifications and skills Minimum Requirements: 3 -5 years work experience in the capacity of an Executive Assistant supporting and reporting to VPs Experience working in a large, matrixed, and fast-paced organization (tech industry strongly preferred). Strong skills in Microsoft Outlook, Word, Excel, PowerPoint, Webex, and Concur. Excellent verbal and written communication skills; ability to communicate confidently with senior leaders and external partners. Proven ability to manage complex calendars, travel, and logistics with attention to detail and confidentiality. Self-starter with the ability to make sound judgments and adapt quickly to shifting priorities. Preferred qualifications and skills Tech and/or Enterprise, Fortune 500 companies Cisco, Splunk, Meta, Google, Microsoft, ServiceNow, et al. Education Bachelor's Degree Company description About itD: We are part of a new generation of consulting and software development company that blends diversity, innovation, and integrity with real business results. Our structure rejects any strong hierarchy, empowering us to deliver excellent results. We are a woman- and minority-led firm. Every day, we challenge ourselves to be considerate, fair and to re-think what great outcomes mean for our customers. This permeates down to how we approach every interaction, on every project, for every client. You'll thrive here if you are a dynamic self-starter, a difference-maker or someone who wants to deliver great results, without constraints. The itD Digital Experience: Joining us means you'll be part of our global community, you have a say about your own career journey, and you'll get a chance to give back to causes that matter. You will experience working with Fortune 500 companies and high-performance teams across numerous industries. itD offers our employees excellent benefits such as medical, dental, vision, life insurance, paid holidays, 401K + matching, networking & career learning and development programs. We are growing and we want to see you grow! Visit *************************** to learn more about what working at itD can mean for you. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability or protected veteran status, or any other legally protected basis, in accordance with applicable law. itD is committed to working with and providing reasonable accommodation to individuals with disabilities. If, because of a medical condition or disability, you need a reasonable accommodation for any part of the application process, or to perform the essential functions of a position, please contact us at ********************** and let us know the nature of your request and your contact information

The Executive Assistant plays a crucial role in supporting 2 - 3 Vice Presidents by ensuring the smooth operation of their daily activities through timely calendar and expense management, domestic and international travel arrangement and meeting preparation. This position reports to the Vice President, Product Management and won-site role. This position also supports the Vice President, Strategic Marketing. In this role, you will have the opportunity to: • Oversee and maintain the MS Outlook calendars of up to 3 Vice Presidents with a forward-thinking aptitude for timelines, milestones, availability, reminders, and preparation time. • Manage documentation flow, including signature requests, reports, and all other correspondence. Also oversee electronic approvals and requests on behalf of the executive(s) related to vacation time, legal signatures, staff expenses, purchase orders and check requests, and any other special requests such as drafting communications on their behalf. • Administer the logistics of on-site, off-site and/or virtual events/meetings with tasks such as: obtaining quotes, contract review and coordination, booking hotel accommodations, coordinating catering and menus, agenda preparation, meeting space and supplies set-up, arranging for car service, etc. The essential requirements of the job include: • Long-standing experience supporting senior leaders/high-level executives in a corporate environment • Excellent organizational, time and project management skills as well as exceptional attention to detail • Highly adept at using Microsoft Office products (Outlook, Teams, Excel, PowerPoint, SharePoint, OneDrive) It would be a plus if you also possess previous experience in: • Handling highly sensitive and confidential materials/matters • Coordinating domestic and international travel, including country-specific Visa requirements • Using Oracle, SAP Concur, my CWT & Miro

About Infinite : Infinite is a global technology solution provider headquartered in Rockville, MD. The company provides business technology solutions and product engineering services for telecom, hi-tech, healthcare, media & entertainment, insurance, banking & financial services, retail, public sector, travel and transport, and government. With the proprietary frameworks, platforms, accelerators, and domain experts, Infinite has been solving challenges for Fortune 1000 companies since 2001. Core service offerings include business transformation, digitalization, cloud services, application development management services, quality engineering and assurance, product/platform engineering, and infrastructure services. For more information, please visit ***************** Executive Assistant Location: Rockville, MD Job Summary We are looking for a highly organized, detail-driven, and proactive Executive Assistant to support our executive leadership team. This role demands excellence in managing administrative tasks such as calendar coordination, travel planning, meeting logistics, and confidential communications. The ideal candidate thrives in a fast-paced environment, communicates effectively, and handles sensitive information with utmost discretion. Key Responsibilities Coordinate complex calendars and schedule meetings across multiple time zones Organize domestic and international travel, including flights, lodging, transportation, and itineraries Prepare comprehensive travel briefs and ensure all necessary documents are ready Support meetings by preparing agendas, taking minutes, and tracking follow-ups Serve as a liaison between executives and internal/external stakeholders Handle confidential information with professionalism and discretion Draft, edit, and proofread emails, reports, and presentations Manage incoming communications and respond or redirect as appropriate Assist with personal administrative tasks (e.g., appointments, reservations) Process expense reports and reconcile corporate credit card transactions Monitor deadlines and ensure timely delivery of key tasks Qualifications Proven experience as an Executive Assistant, Personal Assistant, or similar role Proficiency in MS Office Suite and calendar tools (Google Calendar, Outlook) Strong background in coordinating complex travel arrangements Exceptional organizational and time-management skills Excellent verbal and written communication Ability to work independently and manage multiple priorities High level of discretion and confidentiality Bachelor's degree or equivalent experience preferred

Department Administrator Assistant-Japanese language skills required. Our client in Saline, MI is looking for a Department Administrator Assistant. This is a contract position. What You Will Do: Our Client is looking for a highly motivated and customer service focused Departmental Administrative Assistant for our Systems & Electronics Planning Division. The primary responsibility of this role is to provide administrative support to the Division Vice President, Executive Team, and Departments. Your contributions will support our mission to deliver world-class electronics systems to our customers. Responsibilities: Provide comprehensive administrative support to the Division Vice President including schedule management, travel arrangements, support of visitors, preparation of documents/materials/correspondence, coordination of division level meetings/events, tracking and reporting status of projects/activities, etc. Provide administrative support to the Division's Executive Team and Departments including travel arrangements, coordination of department level meetings/events, leading safety & 4S activities, onboarding/offboarding, etc. Manage multiple activities/requests simultaneously with self-motivation, resourcefulness, and prioritization to achieve deadlines and output expectations. Organize, maintain, and create electronic and physical files/documents ensuring confidentiality and compliance. Utilize Microsoft 365 tools to manage storage, sharing of information, and document creation. Assist with budget planning, tracking, accruals, and processing of invoices/expenses. Timely and accurate submission of expense reports and invoices with strong knowledge of policies, processes, and necessary systems to ensure compliance. Create and update reports and visualization tools to simplify complex data for easy understanding. Conduct independent research and obtain information for complex reports and special assignments. Develop, standardize, and continuously improve the processes necessary for your work and function of the Division. Maintain network and knowledge necessary to act as a resource for general administrative support to all members in the Division. Contact company personnel at all organizational levels to gather information in support of department & division operations. Manage ordering and organization of office supplies and equipment. Manage or coordinate small projects providing cost-effective solutions. Maintain division & department seating and organizational charts. Maintain division and department SharePoint sites and access. Order non-general supply as needed and monitor non-general supplies budget and make recommendations to managers regarding purchase decisions. Provide language support and translation of meetings and documents between Japanese and English. Including coordination of travel and events within Japan. Handle special projects, and perform other duties as assigned. Basics: Must have Japanese language proficiency, Ariba Purchase Order systems experience, and strong MS EXCEL. 5+ years of experience providing administrative support to Department (GM level) or above. High school diploma or GED. Excellent communication and interpersonal skills, including demonstrated ability to collaborate effectively with a wide variety of stakeholders and members at all levels of the organization. Strong focus on customer service and demonstrated success working in teams. Ability to present concepts visually in graphs, tables, charts, and other methods. Proficiency with Microsoft 365 tools (Word, Excel, PowerPoint, SharePoint, Teams, OneNote, etc.). Candidates must successfully pass an Excel Test prior being submitted. Experience managing expenses and invoices including working knowledge of Ariba/SAP, Chrome River, and Time & Projects systems. Experience managing significant volume of design-in invoicing. Ability to maintain confidentiality of sensitive or proprietary information. Ability to be independent and a self-starter, managing time effectively. Proficient at managing multiple requests, prioritizing, and communicating status of progress. Must be able to accurately assess resources needed to complete tasks and escalate when priorities conflict. Able to remain composed during times of stress and demonstrate flexibility. Attention to detail and strong organizational skills in a dynamic environment. Proven success identifying and implementing changes to projects and processes to ensure continuous improvement. Ability to work on-site on a regular basis including overtime (up to ~10%) and limited travel as necessary How You Will Be Successful: Envision the Future Communicate Honestly and Broadly Seek Technology and Business “First” Embrace Diversity and Take Risks What We Offer: Competitive Salary Comprehensive Benefit Package 401(k) with matching contributions Paid Time Off Employee Discounts Free training on all Altair products Why Work with Us: Altair is a global technology company providing software and cloud solutions in the areas of data analytics, product development, and high-performance computing (HPC). Altair enables organizations in nearly every industry to compete more effectively in a connected world, while creating a more sustainable future. With more than 3,000 engineers, scientists, and creative thinkers in 25 countries, we help solve our customer's toughest challenges and deliver unparalleled service, helping the innovators innovate, drive better decisions, and turn today's problems into tomorrow's opportunities. Our vision is to transform customer decision making with data analytics, simulation, and high-performance computing. For more than 30 years, we have been helping our customers integrate electronics and controls with mechanical design to expand product value, develop AI, simulation and data-driven digital twins to drive better decisions, and deliver advanced HPC and cloud solutions to support unlimited idea exploration. To learn more, please visit altair.com Ready to go? #ONLYFORWARD At our core we are explorers; adventures; pioneers. We are the brains behind some of the world's most revolutionary innovations and are not only comfortable in new and unchartered waters, we dive headfirst. We are the original trailblazers that make the impossible possible, discovering new solutions to our customer's toughest challenges. Altair is an equal opportunity employer. Our backgrounds are diverse, and every member of our global team is critical to our success. Altair's history demonstrations a belief that empowering each individual authentic voice reinforces a culture that thrives because of the uniqueness among our team.

This is a shared support role responsible for performing essential tasks related to scanning, filing, printing, shipping, and accurate data entry of documents. The associate will ensure accurate and timely processing of workloads to facilitate smooth operations. PRIMARY RESPONSIBILITIES (E = Essential | A = Additional) Scan/File Room Duties • E - Receive and open packages via UPS/FedEx; create barcode pages for document tracking. • E - Sort recordable documents from lender packages in preparation for filing. • E - Maintain communication with team members to ensure accurate and timely document processing. • E - Meet and strive to exceed production standards, metrics, and SLAs set by management. • A - Provide backup to department functions as needed. • A - Perform additional tasks as assigned by the manager. Printing/Shipping Duties • E - Print documents and prepare them for shipment in accordance with internal procedures and client-specific requirements. • E - Pack and ship completed documents each night using UPS/FedEx. • E - Ensure all printed and shipped materials are accurate and labeled correctly. • E - Maintain a clean and organized workspace, including supplies inventory and equipment upkeep. • A - Assist with inventory management of shipping materials and printing supplies. Data Entry and Administrative Duties • E - Accurately enter data related to scanned and shipped documents into internal tracking systems, databases, or spreadsheets. • E - Verify data for completeness, accuracy, and consistency before final submission. • E - Maintain electronic and paper filing systems for easy retrieval of documents. • A - Assist with generating reports related to document processing and shipment status. • A - Support general administrative tasks such as scheduling, handling correspondence, and coordinating with other departments as needed. • A - Help maintain office supplies inventory and reorder as necessary to support operational needs. EDUCATION AND EXPERIENCE • E - High School Diploma or equivalent • D - 1 year of related experience in a shipping, printing, scanning, or data entry environment is preferred. KNOWLEDGE, SKILLS & ABILITIES • Strong organizational and data entry skills with high accuracy • High attention to detail • Ability to multitask in a fast-paced environment • Team-oriented mindset • Basic computer literacy, including proficiency with MS Office (Excel, Word) and familiarity with office equipment (printers, scanners, etc.) • Good written and verbal communication skills PHYSICAL REQUIREMENTS • Prolonged periods of standing and sitting • Manual dexterity for inserting and sorting documents • Ability to lift packages (up to 30 lbs) • Frequent communication via phone and in person • Adequate hearing and vision to perform job functions WORKING CONDITIONS • Normal office environment • May require occasional overtime • Exposure to paper dust and frequent handling of packages EQUIPMENT OPERATED • Personal computer and peripherals • Printers, scanners, copiers • Standard office equipment • Shipping label machines and packaging tools