Executive administrative assistant jobs in Birmingham, AL - 107 jobs

Full-time Description You thrive on getting things right, the first time. You anticipate needs, spot potential issues before they arise, and bring structure to fast-moving environments. As the Executive Assistant to our CEO, you'll be the behind-the-scenes force that keeps priorities aligned, calendars on track, and communication crisp. This isn't just a support role, it's a business-critical partnership. You'll be trusted with sensitive information, high-stakes decisions, and complex coordination. In return, you'll gain a front-row seat to company strategy, a close working relationship with executive leadership, and the chance to contribute to the success of RFG at the highest level. If you're energized by supporting high-level leadership, take pride in precision, and thrive in fast-paced environments, this role puts you at the center of it all. We're looking for candidates who have proven experience supporting executives at the highest level in entrepreneurial, high-growth settings -and the mindset to anticipate, adapt, and execute relentlessly. If that's you, we're excited to hear from you. What You'll Do: Expertly manage complex, ever-changing calendars, including scheduling meetings, appointments, and conferences with high attention to detail and foresight. Coordinate all logistics for travel - flights, hotels, cars - always optimizing for time, cost, and comfort using preferred partners. Keep the CEO's schedule on track by giving timely cues, launching Zoom meetings when needed, and ensuring awareness of what's coming next. Collaborate with the Executive Ops team to schedule C-squad and Board meetings and support strategic planning. Own internal meetings and events - ensuring the right people are in the room and new team members are added to Huddles, Town Halls, and other key calendar rhythms without missing a beat. Help plan and execute internal and client events - from small team offsites to client seminars and firmwide meetings. Support executive-level projects including research, presentation prep, and special assignments. Pitch in on personal tasks to remove distractions from the CEO's bandwidth. Be a warm, responsive, professional point of contact for our Advisors and executive guests. What We Offer: Competitive salary + annual bonus based on company performance. Generous PTO, holidays, and a paid charitable workday. Health, dental, and vision insurance with company stipend. 401(k) with Safe Harbor contribution. Paid parental leave. Company-paid disability and life insurance - plus optional coverages for you and your dependents. Dependent Care and Medical FSAs and HSA. Cell phone reimbursement + Surface Pro + home office setup. Professional development support. Loads of RFG swag! Requirements Who You Are: An organized operator who gets things done - accurately, efficiently, and confidentially. You enjoy solving puzzles, optimizing systems, and perfecting processes. You hold yourself (and others) to high standards. You're calm under pressure, focused amidst distractions, and serious about deadlines. Reserved and professional, you're someone people trust with sensitive information. What You Bring: Bachelor's degree preferred. 2-5 years of experience supporting a C-suite executive in a high-growth company or professional services environment. Exceptional planning and time management skills - juggling balls, spinning plates, keeping trains on tracks. Excellent written and verbal communication skills with a keen sense of tone, timing, and tact. Mastery of Microsoft Office Suite and general tech-savviness with scheduling platforms, video conferencing, etc. Discretion, integrity, and professionalism in everything you do. About RFG Advisory At RFG Advisory, we're building the RIA of the Future, empowering growth-minded Independent Advisors to scale their businesses without compromise. We deliver to our Advisor partners a fully integrated, award-winning platform and a vibrant culture of collaboration, innovation, and execution. We remove friction so Advisors can focus on what matters most: building meaningful relationships and growing enterprise value. From strategic marketing and flexible talent solutions to modern technology, concierge-level Investment Management, and transition support, we deliver everything Advisors need to grow on their terms. But we're not just here to support Advisors. We take care of each other first. We're here to empower people like you: smart, passionate, curious A-players who want to do great work with a team that's got their back. Our culture is high energy, all-in, awesome. We show up with servant heart and growth mindset. We iterate to excellence, lead boldly, and commit to getting 1% better every day. We value action over talk, ideas over hierarchy, and impact over ego. Here, your ideas matter. Your growth matters. And your work contributes to something real. If you're driven to build, ready to collaborate, and energized by possibility, you'll fit right in. Let's build something great, together. ************************** Salary Description $75,000-85,000 DOE

Full-time Description DataPerk is a people-first managed IT services company dedicated to delivering exceptional technology support while building strong, trusted relationships with our clients. We value professionalism, accountability, collaboration, and continuous improvement. As we continue to grow, we are seeking an experienced Executive Assistant to play a key role in supporting executive leadership and ensuring strategic priorities move forward with clarity and follow-through. Position Overview The Executive Assistant will provide high-level administrative and operational support and is critical to ensuring executive initiatives, priorities, and decisions are documented, tracked, and carried through to completion. The ideal candidate is exceptionally organized, proactive, and detail-oriented, with the ability to manage competing priorities, support executive meetings, track action items, and drive follow-through across the leadership team. This position requires sound judgment, strong communication skills, discretion, and the ability to work independently in a fast-paced environment. Key ResponsibilitiesExecutive & Administrative Support Provide comprehensive administrative support to the President and Director of Finance & Administration, including calendar management, meeting coordination, travel arrangements, expense reports, and executive correspondence Manage complex and frequently changing calendars to ensure executive time is aligned with priorities Prepare agendas, presentations, and supporting materials for executive and leadership meetings Executive Meetings & Follow-Through Attend executive and leadership meetings as needed to support organization and accountability, including: Taking clear, concise meeting notes Capturing decisions, action items, owners, and deadlines Distributing timely meeting summaries and follow-up communications Maintain action-item trackers and proactively follow up to ensure commitments are completed Help establish and reinforce meeting norms, cadences, and documentation standards Initiative & Priority Management Track executive initiatives, deadlines, and dependencies to ensure nothing falls through the cracks Serve as a central point of coordination for administrative and operational initiatives assigned by leadership Assist with planning, organizing, and documenting new processes, internal initiatives, and operational norms Communication & Coordination Act as a liaison between executive leadership and internal teams to ensure clear communication and timely follow-up Research, prioritize, and respond to requests or issues on behalf of executives when appropriate Draft executive correspondence, summaries, and internal communications that support leadership priorities Confidentiality & Judgment Handle sensitive and confidential information with the highest level of discretion and professionalism Exercise sound judgment in determining when to escalate issues and when to resolve independently Qualifications Exceptional organizational and time-management skills with strong attention to detail Excellent written and verbal communication skills, including the ability to summarize complex discussions clearly Highly proactive with a demonstrated ability to anticipate needs and follow through independently Strong problem-solving skills and a forward-thinking mindset focused on process improvement Trustworthy, discreet, and adaptable when managing confidential information Able to balance multiple priorities and shifting deadlines in a fast-paced environment Effective both as an independent contributor and as a collaborative partner to executive leadership Requirements Education & Experience Bachelor's degree preferred (or required, depending on your final preference) 3+ years of experience supporting senior leaders or executives Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) and Adobe Acrobat Experience taking meeting notes, tracking action items, or supporting leadership initiatives strongly preferred

Work Schedule: Full Time: Monday - Friday; 8:00am to 5:00pm Benefits include: 100% tuition assistance, wellness initiatives, generous paid time off, paid parental leave, Public Service Loan Forgiveness Program eligible employer, plus more. In addition to our many benefits and perks, UAB Medicine provides a variety of resources to support employees both personally and professionally. General Responsibilities: Under minimal supervision, provides diverse, complex and often confidential administrative and support services to an executive. Work requires independent judgment and initiative on assignments that are sensitive in nature and demonstrated ability to deal with high level contacts inside and outside the institution. May perform special assignments such as researching information, compiling reports and special projects and events as directed. Requires knowledge of organization policy and procedure and high level of technical skill. May act as office manager. May monitor financial, budgetary and personnel processes. May be responsible for event planning. Position Requirements: Bachelor's degree in a related field and three (3) years of related experience required. Or an equivalent combination of relevant education and/or experience. Knowledge of medical terminology may be preferred in some areas. Licenses / Certifications / Registrations: Training and certification in Lean and Six Sigma methodologies may be required in some areas. TRAITS & SKILLS: Must be self-directed / self-motivated; must have good communication and interpersonal skills. Must be able to: (1) perform a variety of duties often changing from one task to another of a different nature without loss of efficiency or composure; (2) accept responsibility for the direction, control and planning of an one's own work; (3) work independently; (4) recognize the rights and responsibilities of patient confidentiality; (5) convey empathy and compassion to those experiencing pain, physical or emotional distress and/or grief; (6) relate to others in a manner which creates a sense of teamwork and cooperation; (7) communicate effectively with people from every socioeconomic, cultural and educational background; (8) exhibit flexibility and cope effectively in an ever-changing, fast-paced healthcare environment; (9) perform effectively when confronted with emergency, critical, unusual or dangerous situations; (10) demonstrate the quality work ethic of doing the right thing the right way; and (11) maintain a customer focus and strive to satisfy the customer's perceived needs. UA Health Services Foundation (UAHSF) is proud to be an AA/EOE/M/F/Vet/Disabled employer.

4P Consulting Inc. is seeking a highly organized and proactive Administrative Assistant to provide comprehensive administrative and office support to multiple professionals, including managers, managing directors, and partners. The ideal candidate will have a minimum of 10 years of administrative experience and a strong ability to thrive in a fast-paced, dynamic work environment. This position requires excellent organizational skills, attention to detail, and a proactive approach to problem-solving. Key Responsibilities: Perform administrative duties such as answering phone calls, greeting and directing visitors, filing, scanning, copying, and placing meal orders. Manage and organize calendars, ensuring appointments, meetings, and deadlines are met. Make travel arrangements, including booking flights, accommodations, and transportation. Prepare and proofread documents, emails, and presentations for accuracy and clarity. Utilize various software applications including word processing, spreadsheets, databases, and presentation software. Prioritize daily tasks and manage workload effectively in a rapidly changing environment. Provide ongoing support to senior professionals, ensuring smooth office operations and timely completion of tasks. Communicate with internal and external stakeholders in a professional manner, both in writing and verbally. Address any issues or challenges in a proactive and solution-oriented manner. Qualifications: Minimum of 10 years of administrative experience, with a proven ability to support senior-level professionals. Strong proficiency in office software, including Microsoft Word, Excel, PowerPoint, and other office tools. Exceptional organizational and time-management skills, with the ability to manage multiple tasks simultaneously. Strong verbal and written communication skills, with the ability to proofread and edit materials for accuracy and professionalism. Ability to learn new tasks quickly and adapt to changing priorities in a fast-paced work environment. A proactive, problem-solving approach with excellent decision-making abilities. Demonstrated ability to meet deadlines and handle a variety of responsibilities under pressure. Skills: Strong attention to detail Calendar and travel management Document preparation and proofreading Multitasking and prioritization Professional communication skills Proactive problem-solving If you have a passion for supporting senior professionals and enjoy working in a dynamic, fast-paced environment, we encourage you to apply for this rewarding opportunity at 4P Consulting Inc.

Job Description Childcare Resources is a Birmingham, Alabama based non-profit organization whose mission is to make quality care and education of children happen by providing information, education, and assistance to families, providers of child care, and the community. Central Alabama's only child care resource and referral agency, Childcare Resources was created as the outgrowth of a child care task force convened by United Way of Central Alabama in 1984 to address critical child care needs identified in Jefferson, Shelby and Walker Counties, with Blount County added to the service area in 1988. Job Summary As a vital member of our team, you will provide executive-level administrative support, contributing to the success of our mission. Executive / Administrative Assistant Responsibilities Include: • Performs clerical and administrative tasks including making calls, drafting letters, memos, invoices, timesheets, and attendance reports, and other documents - Maintain executive calendars, schedule appointments, and coordinate meetings - Manage travel arrangements and itineraries - Prepare and edit correspondence, memos, and other documents - Answer and direct phone calls, take messages, and handle inquiries - Assist with project management and provide support for special projects as assigned Qualifications • Proven experience as an executive administrative assistant or similar role, showcasing exceptional organizational and multitasking abilities • Outstanding verbal and written communication skills, with the ability to interact professionally with individuals at all levels • Proficiency in MS Office Suite and the ability to quickly learn new software and tools • Strong attention to detail, ensuring accuracy and completeness in all tasks and projects • Ability to maintain a high level of confidentiality, integrity, and professionalism in handling sensitive information Benefits • Incentive Bonus Plans • Comprehensive Medical, Dental, and Vision benefits • 401K with Company Match • 9 Paid Holidays • Generous Paid Time Off Packages • Paid Parental & Family Leave Additional Information We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.

Job Description Business Development Assistant Reports to: VP, Business Development Snapshot: Self-motivated professional that will provide support to Yates' Industrial Business Development Unit in coordinating and facilitating the overall company work acquisition efforts. This team currently consists of three business development professionals responsible for propelling the company's industrial work acquisition efforts. The ideal candidate is a highly organized self-starter who is capable of working cross-functionally on the planning and the implementation of marketing projects. You will need to display versatility to handle ad-hoc projects as assigned. Job components: Answer and direct phone calls, prioritizing as applicable Organize and schedule appointments by telephone and electronically Coordinate travel arrangements Plan social functions at various conferences throughout the country Submit and reconcile expense reports Prepare reports and maintain appropriate filing systems Perform research and generate high level white papers of specific project pursuits for analysis by upper management Assist in the coordination of community involvement and community sponsored events, along with the processing of associated invoices Ensure timely submission of time sheets for the Industrial Business Development team members. Future goals for the position: Be a part of the solution that enhances collaboration amongst national business development team to facilitate a coordinated work acquisition strategy to best propel the company forward (Timeline: 3 months) Develop a skillset to analyze market sector trends to determine best allocation of internal company resources in pursuing work (Timeline: 6 months) Work with marketing team to pull together high-level presentations or white papers for specific meetings (Timeline: 3 months) Help facilitate weekly and monthly business development team calls and help hold team accountable for deliverables as well as take detailed minutes (Timeline: 3 months) Assist in proposal writing and graphics/content (Timeline: as available with other responsibilities) Integration into community involvement activities (Timeline: as available with other responsibilities) Attributes : Excellent written and verbal communication skills Attention to detail and problem-solving skills Strong organizational skills with the ability to multi-task Excellent time management skills and ability to prioritize work Applications: Microsoft Suite - Word, Excel, Outlook, PowerPoint Zoom Adobe Photoshop and InDesign Key Markets: High-rise structures including condominiums, apartments, and office Advanced Manufacturing (Battery Plants / Data Center) Industrial Manufacturing Federal & Military Construction Hospitality, Gaming and Entertainment The above description covers the principal duties and responsibilities of the job. The description shall not, however, be construed as a complete listing of all miscellaneous, incidental, or similar duties which may be required from day-to-day. All qualified applicants will receive consideration for employment without regard to race, color, sex, sexual orientation, gender identity, religion, national origin, disability, veteran status, or other legally protected status. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. EOE/Vets/Disabilities/M/F. Yates performs heavy construction and building work throughout the United States, and relocation is sometimes required for continuous employment opportunities.

The Executive Director is responsible for the overall leadership, management, and strategic direction of the assisted living community. This role involves overseeing all operational aspects of the organization, including clinical services, administrative functions, financial management, and community relations. The Executive Director will work closely with the PACS regional team to develop and implement the community's strategic goals and objectives, ensuring compliance with regulatory requirements and fostering a culture of excellence and compassion. A successful candidate for Executive Director for Homewood Assisted Living will actively display and implement the PACS values of Love, Excellence, Trust, Accountability, Mutual Respect and Commitment, ultimately leading to a high degree of quality care to its residents.. The Executive Director may expect a base salary of $95,000-110,000, for our community of 44 assisted living apartments. Essential Duties * Responsible for the overall operational functioning of the facility as required by applicable law. * Oversee the provision of quality care, with the assistance of the Health and Wellness Director, Resident Care Coordinator, and other clinical care personnel. * Monitor resident census on a daily basis. * Plan, develop, organize, implement, evaluate and direct programs and activities. * Formulate and monitor the community budget and performance to facilitate the financial health of the community. * Oversee the adoption of policies, procedures and professional standards of practice that govern the operation of Homewood Assisted Living. * Hold direct reports accountable. * A role model for the mission, vision and values. Work to ensure all employees, residents and families are treated with love and respect. * Involved in community groups and developing/maintaining relationships with local hospital leadership and other key community leaders. * Monitor legal and regulatory changes applicable to community operations. * Understand staffing level requirements and be compliant in staffing. * Monitor and direct execution of policy and procedural changes. * Actively resolve HR and risk management situations within the facility. * Oversee capital improvements. * Develop and maintain a good reputation within the industry and local community. * Develop strong relationships with the PACS support team as they assist in meeting/exceeding community goals. * Responsible for contract negotiations with vendors. * Support clinical efforts by understanding QA measures and holding applicable personnel accountable. * Keeps abreast of collections and A/R on a daily basis. * Develop and execute creative ideas to increase employee engagement and reduce turnover. * Understand and review quality measures with the facility's clinical leadership on a regular basis. * Actively participate and respond to state and federal healthcare surveys/inspections. * Conduct daily meetings with appropriate staff during facility inspections to discuss survey findings and formulation of plans of action/correction. * Review deficiencies noted during the exit conference, seeking to address concerns expressed by the surveyors. * Assist in developing plans of correction for cited deficiencies. Ensure such plans incorporate timetables and methods of monitoring in an effort to ensure that such deficiencies do not recur. Supervisory Requirements Responsible for the entire community. Managing and overseeing multiple levels of employees either directly or indirectly. Responsibilities may include, but not limited to, hiring, training, budgeting, appraising performance, rewarding and disciplining employees, addressing complaints, resolving problems and terminations. Qualifications Education and/or Experience * Must possess, as a minimum, a Bachelor's Degree from an accredited college/university, or equivalent. * To perform this job successfully, a candidate must maintain licensing credentials for an Executive Director. * Master's Degree or MBA preferred. Language Skills * Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. * Ability to write reports, business correspondence, and procedure manuals. * Ability to effectively present information and respond to questions from managers and employees. Mathematical Skills * Ability to apply concepts such as fractions, percentages, ratios and proportions to practical situations. Reasoning Ability * Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. * Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form. Certificates, Licenses, Registrations * To perform this job successfully, a candidate must maintain licensing credentials for an Executive Director. * An individual must be proficient in the suite of Microsoft Office products. Physical Demands, Work Environment * The employee must occasionally lift and/or move up to 25 pounds. * Prolonged use of a desktop or laptop computer. * While performing the duties of this job, the employee is regularly required to sit, stand; walk and talk, read or hear. * Frequent use of all office related equipment to include; copier/scanner/fax, telephone, and calculator. * Travel by auto or airline may be required on occasion. * The noise level in the work environment is usually low to moderate. The physical demands are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

+ This position is responsible for providing administrative support to the client power Delivery Data Analytics Department. + This individual helps provide support to the Data Analytics Transmission, Data Analytics Distribution, AMI, and Power Delivery Budgeting. + Responsibilities will include completing time for 30 individual, expenses statements, and invoices from external partners. + This individual will work regularly with others to build and maintain positive relationships with internal and external clients. + Responsibilities for planning, assisting with planning and execution of corporate events and functions, team meetings, and meetings with other internal partners. + Required to effectively communicate and coordinate with external resources and individuals, while being a positive host and representative of the organization. + Position requires occasional travel throughout the Company footprint, up to 10% of the time. **Job Duties and Responsibilities:** + Complete all expense reports for Analytics, AMI, Budgeting, and Communication teams- including mileage calculations. Target processing of expenses within 30 days. (40% of time required for this task) + Tracking receipts and contacting team members to obtain when necessary. + Timekeeper for teams mentioned above + Process time adjustments when needed. + Set up meetings and meals for team members as requested + Travel arrangements/reservations for Managers as needed + Coordinate logistics for Exhibitor Conferences + Register employees and set up hotel accommodations as needed + Assist with new employees on-boarding + Obtain client Badge and access + Order P-card & assist with activation and training + Coordinate with finance and budgeting teams on account number questions as needed + Order flowers or gifts when needed, (for example, sympathy arrangements, customer gifts) + Maintain office supply cabinet and assist with keeping office area stocked and clean + Small event coordinator for internal/external collaboration and business development + Position is required in the office 3 days/week minimum. Sometimes will be needed more often. Advanced notification will be given. Accommodations for Hybrid work will be available when needed if available. **Experience Requirements:** + A minimum of two (2) years of clerical /administrative, or customer service experience preferred + Proficient in Microsoft Outlook, Word, Excel & PowerPoint required + Knowledge of Oracle and Maximo preferred + Strong communication skills + Ability to schedule meetings, coordinate schedule, and plan and prepare for meetings **Knowledge, Skills & Abilities: Behavioral Attributes:** + Ability to embrace and exhibit Our Values (Safety First, Unquestionable Trust, Superior Performance, and Total Commitment) + Strong administrative skills including making travel arrangements, preparing, and processing expense statements, invoice processing, check requests, file management, journals, etc. + Excellent communication skills, calendar management, scheduling, and logistic coordination + Ability to plan meetings/conference calls, prepare agendas, as well as record and transcribe minutes of meetings into actionable tasks + Ability to proactively prioritize and multi-task + Ability to make decisions and anticipate next steps + Ability to build and maintain relationships with the administrative staff of officers and directors + Excellent time management and organizational skills + Comprehensive knowledge of company operations, policies, and procedures + Must be a self-starter and be able to work independently + Ability to adjust to changing priorities **Education Requirements:** + Two (2) years or more of vocational, college work or higher education degrees preferred. **About US Tech Solutions:** US Tech Solutions is a global staff augmentation firm providing a wide range of talent on-demand and total workforce solutions. To know more about US Tech Solutions, please visit *********************** (*********************************** . US Tech Solutions is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, colour, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

The Administrative Assistant will provide essential support to the Power Delivery Data Analytics Teams, ensuring seamless operations across various regions. Responsibilities * Handle invoice reconciliation, ensuring proper supporting documentation, creating purchase order revisions, processing invoice holds, and communicating with contract administrators. * Assist with onboarding new employees to ensure a smooth integration into the team. * Manage calendars, assist with timekeeping, and provide general administrative support to ensure efficient workflow. * Schedule and set up meetings and lunches to facilitate effective communication and collaboration. * Assist with various expense reports as needed. * Order office supplies, distribute mail, and support the overall needs of the office. * Proactively assist other administrative assistants, coordinate coverage, and provide backup as needed. * Maintain orderly and organized files, adhere to retention schedules, and archive departmental files. Essential Skills * High School Diploma or equivalent. * Experience in invoice processing. * Familiarity with accounting software (Oracle is a plus). * Experience in timekeeping. * Strong organizational skills and the ability to multitask. * Excellent time management skills to meet deadlines. * Analytical skills for continuous process improvement. * Strong oral and written communication skills. * Detail-oriented with a focus on accuracy. * Interpersonal skills with a customer-focused approach. * Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint). Additional Skills & Qualifications * Experience in a fast-paced environment. * Advanced Excel skills, including pivot tables and reports, are desired. * Proficiency in Enterprise Solutions (e.g., MRS, Oracle) is preferred. Work Environment The position is based at the corporate headquarters in North Birmingham, AL. The work environment is collaborative and dynamic, requiring flexibility and adaptability to changing priorities. A professional demeanor and confidentiality with sensitive information are essential. The role involves working in an office setting where teamwork and independent judgment are equally valued. Job Type & Location This is a Contract position based out of Birmingham, AL. Pay and Benefits The pay range for this position is $20.00 - $22.00/hr. 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 Jan 16, 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 30,000 consultants and more than 4,500 clients across the U.S., Canada, Asia and Europe, Actalent serves many of the Fortune 500. 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 due to a disability, please email actalentaccommodation@actalentservices.com for other accommodation options.

The Administrative Assistant is responsible for handling documentation and correspondence in support of one or more managers. Responsibilities: Create and maintain project information in project management system; create subcontracts, purchase orders, change orders and their respective attachments as well as generating transmittals per Project Manager's request for plans and specifications and pay requests. Correspond on routine inquiries with subcontractors and vendors at the beginning and throughout the duration of a project, fax or email correspondence to the field or other locations as needed. Coordinate invoice routing and monitor payments to subcontractors and vendors. Enter and maintain client and prospect data in automated system. Generate and edit contract based documents through contract negotiations to produce final AIA owner contract documents. Produce owner AIA change orders as required. Answer and direct phone calls or take messages for appropriate parties. Verify insurance certificates and follow up to insure proper coverage is in place. Greet and welcome persons entering the office, determine the nature and purpose of visit, and direct or escort them to specific destinations. Notarize, copy and distribute required documents. Prepare agendas for meetings and make arrangements, such as coordinating catering for luncheons, for committee, and other meetings. Prepare plans and specifications for pickup/shipment. Read and analyze incoming memos, submissions and reports to determine their significance and plan their distribution. Contact subcontractors and/or vendors to follow up on signed subcontracts, purchase orders and change orders. Perform general administrative duties such as but not limited to; filing, photocopying, taking and distributing meeting minutes, managing schedules, coordinating travel arrangements, scheduling appointments with internal and external parties, providing back up to switchboard, ordering supplies, sorting and distributing correspondence and maintaining database records. Requirements: High School Diploma, GED or equivalent 1-2 years of experience providing administrative support preferably in the A/E/C industry Knowledge of administrative and clerical procedures and systems such as word processing, e-mail, spreadsheets, and managing files and records and other office procedures at a proficient level. Proficient in MS Office, Adobe/Bluebeam; Procore experience preferred General basic knowledge of or ability to learn accounting software and systems. Valid Driver's License required Physical Demands and Working Environment: The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions. Environment: Work is performed primarily in a standard office environment with extensive public contact and frequent interruptions. Physical: Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight 50 lbs; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; to travel to other locations using various modes of private and commercial transportation; and to verbally communicate to exchange information. Vision: See in the normal visual range with or without correction. Hearing: Hear in the normal audio range with or without correction. EOE - Vets/Disabilities HPM does not accept unsolicited resumes from search firms or agencies. Any resume submitted to any employee of HPM without a prior written search agreement will be considered unsolicited and the property of HPM.

Duties and Responsibilities: * Makes arrangements for meeting and trainings, as needed * Provide quality customer service * Serves as the contact person for the Behavioral Health Department/SUD Program * Screen calls, emails, and other correspondence sent from reception * Manage multiple clinical and meeting calendars for Director of Behavioral Health, Social Service Coordinator, and SUD Coordinator * Functions as administrative support for Director of Behavioral Health and SUD Coordinator * Organize, maintain, and file digital files and records * Prepare and edit correspondence, reports, spreadsheets, and presentations * Complete special projects as assigned * Assisting with other overflow work as directed by the Director of Behavioral Health * Prompt, Regular attendance at the office * Prioritize conflicting needs; handle matters expeditiously, proactively, and follow through on projects to successful completion, often with hard deadlines and quick turnaround times. * Manages MAT Referral Spreadsheet to ensure accuracy and up-to-date information * Schedules suboxone intake and MAT Clinic appointments for all CMC locations (Centerville, West End, Bessemer) * Contacts behavioral health patients on behalf of the Director and SUD Coordinator, as needed * Maintains registries (suboxone, behavioral health, School based health referral, psych consult, mental health hotline) for the Director of Behavioral Health * Receives and processes referrals for the Behavioral Health Department * Completes monthly medicaid verifications for patients enrolled in the Ryan White Program * Inputs Ryan White Data in monthly/quarterly reports, update spreadsheets as needed * Assist in scheduling Ryan White patients for initial intakes, follow ups and missed appointments * Any other duties as assigned by the Director of Behavioral Health, Social Service Coordinator, and SUD Coordinator Required Skills: * Knowledge of behavioral health and social work concepts * Excellent organizational, interpersonal and communication skills * Strong computer and internet research skills, including high comfort level with office software products (such as Google Apps, Microsoft Office, Adobe) * Project coordination experience * Ability to work well with various levels of internal management and staff as well as outside vendors and clients * High level of flexibility and willingness to help with the daily tasks

We are seeking an experienced Administrative Professional (6-10 years) to provide high‑level support to our team and ensure smooth, efficient daily operations. This role requires exceptional organizational skills, strong attention to detail, and the ability to work independently in a fast‑paced environment. Key Responsibilities: * Manage calendars, schedules, and appointments for team members, ensuring effective time management and prioritization of critical tasks. * Coordinate and organize meetings, conferences, and events, including logistics, agendas, materials, and follow‑up actions. * Prepare, edit, and format documents, reports, presentations, and correspondence using Microsoft Office Suite and other relevant tools. * Conduct research, gather information, and compile reports to support decision‑making and strategic initiatives. * Handle sensitive and confidential information with professionalism and discretion. * Assist with budget management, expense tracking, and financial reporting while ensuring accuracy and compliance with company policies. * Serve as a primary point of contact for internal and external stakeholders, providing excellent communication and customer service. Experience Required: * 6-10 years of administrative support experience, ideally in a fast‑paced or team‑oriented environment. * Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). * Excellent written and verbal communication skills. * Strong organizational skills with the ability to multitask and prioritize effectively. * High level of professionalism, discretion, and attention to detail. * Ability to work independently and proactively anticipate team needs. Apex Systems is a world-class IT services company that serves thousands of clients across the globe. When you join Apex, you become part of a team that values innovation, collaboration, and continuous learning. We offer quality career resources, training, certifications, development opportunities, and a comprehensive benefits package. Our commitment to excellence is reflected in many awards, including ClearlyRated's Best of Staffing in Talent Satisfaction in the United States and Great Place to Work in the United Kingdom and Mexico. Apex uses a virtual recruiter as part of the application process. Click here for more details. Apex Benefits Overview: Apex offers a range of supplemental benefits, including medical, dental, vision, life, disability, and other insurance plans that offer an optional layer of financial protection. We offer an ESPP (employee stock purchase program) and a 401K program which allows you to contribute typically within 30 days of starting, with a company match after 12 months of tenure. Apex also offers a HSA (Health Savings Account on the HDHP plan), a SupportLinc Employee Assistance Program (EAP) with up to 8 free counseling sessions, a corporate discount savings program and other discounts. In terms of professional development, Apex hosts an on-demand training program, provides access to certification prep and a library of technical and leadership courses/books/seminars once you have 6+ months of tenure, and certification discounts and other perks to associations that include CompTIA and IIBA. Apex has a dedicated customer service team for our Consultants that can address questions around benefits and other resources, as well as a certified Career Coach. You can access a full list of our benefits, programs, support teams and resources within our 'Welcome Packet' as well, which an Apex team member can provide. Employee Type: Contract Location: Birmingham, AL, US Job Type: Date Posted: January 7, 2026 Similar Jobs * Administrative Assistant * Administrative Assistant * Sr Administrative Assistant * Executive Assistant * Laboratory Assistant

4P Consulting Inc. is seeking a highly organized and proactive Administrative Assistant to provide comprehensive administrative and office support to multiple professionals, including managers, managing directors, and partners. The ideal candidate will have a minimum of 10 years of administrative experience and a strong ability to thrive in a fast-paced, dynamic work environment. This position requires excellent organizational skills, attention to detail, and a proactive approach to problem-solving. Key Responsibilities: Perform administrative duties such as answering phone calls, greeting and directing visitors, filing, scanning, copying, and placing meal orders. Manage and organize calendars, ensuring appointments, meetings, and deadlines are met. Make travel arrangements, including booking flights, accommodations, and transportation. Prepare and proofread documents, emails, and presentations for accuracy and clarity. Utilize various software applications including word processing, spreadsheets, databases, and presentation software. Prioritize daily tasks and manage workload effectively in a rapidly changing environment. Provide ongoing support to senior professionals, ensuring smooth office operations and timely completion of tasks. Communicate with internal and external stakeholders in a professional manner, both in writing and verbally. Address any issues or challenges in a proactive and solution-oriented manner. Qualifications: Minimum of 10 years of administrative experience, with a proven ability to support senior-level professionals. Strong proficiency in office software, including Microsoft Word, Excel, PowerPoint, and other office tools. Exceptional organizational and time-management skills, with the ability to manage multiple tasks simultaneously. Strong verbal and written communication skills, with the ability to proofread and edit materials for accuracy and professionalism. Ability to learn new tasks quickly and adapt to changing priorities in a fast-paced work environment. A proactive, problem-solving approach with excellent decision-making abilities. Demonstrated ability to meet deadlines and handle a variety of responsibilities under pressure. Skills: Strong attention to detail Calendar and travel management Document preparation and proofreading Multitasking and prioritization Professional communication skills Proactive problem-solving If you have a passion for supporting senior professionals and enjoy working in a dynamic, fast-paced environment, we encourage you to apply for this rewarding opportunity at 4P Consulting Inc.

Schedule: Monday-Friday 8a-5p Benefits include: 100% tuition assistance, wellness initiatives, generous paid time off, paid parental leave, Public Service Loan Forgiveness Program eligible employer, plus more. In addition to our many benefits and perks, UAB Medicine provides a variety of resources to support employees both personally and professionally. General Responsibilities: Under minimal supervision, to provide essential administrative and business support services within a school, department or unit which may include budget maintenance, personnel processing, policy communication, facilities/space management, database/files management, office/clinic management or patient flow management. To coordinate programmatic activities and functions. To conduct special projects relating to an office's administrative operations at the direction of superior. To maintain vendor relationships. To interface with internal and external constituencies. May provide confidential secretarial/office support functions for department chairs, large division directors, deans or other organization executives. Typically supervises clerical/secretarial staff. May assist in preparation and submission of grants. May be responsible for equipment/furniture repair. May assist with grants and contracts administration. May prepare financial reports and analyses. 1. Provides administrative and business support services for a school, department, unit or clinic: budget maintenance, personnel processing, policy communication, facilities/space management, database/file management, office/clinic oversight, patient flow management, grants and contracts administration, preparation of financial reports. 2. Coordinates programmatic functions and/or special assignments as requested. 3. Interfaces with internal and external constituencies; may maintain vendor relationships. 4. May provide oversight of clerical/secretarial support staff. 5. Performs other duties as assigned. Position Requirements: Minimum Requirements: Bachelor's degree in a related field and one (1) year of related experience required OR an equivalent combination of relevant education and/or experience. TRAITS & SKILLS: Must be self-directed / self-motivated; must have good communication and interpersonal skills. Must be able to: (1) perform a variety of duties often changing from one task to another of a different nature without loss of efficiency or composure; (2) accept responsibility for the direction, control and planning of an one's own work; (3) work independently; (4) recognize the rights and responsibilities of patient confidentiality; (5) convey empathy and compassion to those experiencing pain, physical or emotional distress and/or grief; (6) relate to others in a manner which creates a sense of teamwork and cooperation; (7) communicate effectively with people from every socioeconomic, cultural and educational background; (8) exhibit flexibility and cope effectively in an ever-changing, fast-paced healthcare environment; (9) perform effectively when confronted with emergency, critical, unusual or dangerous situations; (10) demonstrate the quality work ethic of doing the right thing the right way; and (11) maintain a customer focus and strive to satisfy the customer's perceived needs. UA Health Services Foundation (UAHSF) is proud to be an AA/EOE/M/F/Vet/Disabled employer.

+ Experience managing calendars, inbox, and incoming calls. + Experience with timekeeping, expense reporting, arranging travel, and coordinating meetings. + Ability to manage calendar, travel, inbox, and incoming calls with minimal distractions. + Ability to confidentially screen emails, upon request, and the ability to proactively prioritize the handling/processing of requests. + Demonstrated proficiency using Microsoft Office products and Tools (Word, Excel, Power Point, Access, Outlook, OneNote and Teams). + Past experience supporting Client. + Experience with MAXIMO and Client ORACLE systems. + PowerPoint presentations. + Demonstrate proficiency to learn Client applications for invoice, expense, timekeeping, and procurement needs. + This role will support the Director, 4 Managers, as well as individuals within the organization. **About US Tech Solutions:** US Tech Solutions is a global staff augmentation firm providing a wide range of talent on-demand and total workforce solutions. To know more about US Tech Solutions, please visit *********************** (*********************************** . US Tech Solutions is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, colour, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

Job Description Duties and Responsibilities: Makes arrangements for meeting and trainings, as needed Provide quality customer service Serves as the contact person for the Behavioral Health Department/SUD Program Screen calls, emails, and other correspondence sent from reception Manage multiple clinical and meeting calendars for Director of Behavioral Health, Social Service Coordinator, and SUD Coordinator Functions as administrative support for Director of Behavioral Health and SUD Coordinator Organize, maintain, and file digital files and records Prepare and edit correspondence, reports, spreadsheets, and presentations Complete special projects as assigned Assisting with other overflow work as directed by the Director of Behavioral Health Prompt, Regular attendance at the office Prioritize conflicting needs; handle matters expeditiously, proactively, and follow through on projects to successful completion, often with hard deadlines and quick turnaround times. Manages MAT Referral Spreadsheet to ensure accuracy and up-to-date information Schedules suboxone intake and MAT Clinic appointments for all CMC locations (Centerville, West End, Bessemer) Contacts behavioral health patients on behalf of the Director and SUD Coordinator, as needed Maintains registries (suboxone, behavioral health, School based health referral, psych consult, mental health hotline) for the Director of Behavioral Health Receives and processes referrals for the Behavioral Health Department Completes monthly medicaid verifications for patients enrolled in the Ryan White Program Inputs Ryan White Data in monthly/quarterly reports, update spreadsheets as needed Assist in scheduling Ryan White patients for initial intakes, follow ups and missed appointments Any other duties as assigned by the Director of Behavioral Health, Social Service Coordinator, and SUD Coordinator Required Skills: Knowledge of behavioral health and social work concepts Excellent organizational, interpersonal and communication skills Strong computer and internet research skills, including high comfort level with office software products (such as Google Apps, Microsoft Office, Adobe) Project coordination experience Ability to work well with various levels of internal management and staff as well as outside vendors and clients High level of flexibility and willingness to help with the daily tasks

Schedule: Monday-Friday 8am-5pm Benefits include: 100% tuition assistance, wellness initiatives, generous paid time off, paid parental leave, Public Service Loan Forgiveness Program eligible employer, plus more. In addition to our many benefits and perks, UAB Medicine provides a variety of resources to support employees both personally and professionally. Under minimal supervision, to provide essential administrative and business support services within a school, department or unit which may include budget maintenance, personnel processing, policy communication, facilities/space management, database/files management, office/clinic management or patient flow management. To coordinate programmatic activities and functions. To conduct special projects relating to an office's administrative operations at the direction of superior. To maintain vendor relationships. To interface with internal and external constituencies. May provide confidential secretarial/office support functions for department chairs, large division directors, deans or other organization executives. Typically supervises clerical/secretarial staff. May assist in preparation and submission of grants. May be responsible for equipment/furniture repair. May assist with grants and contracts administration. May prepare financial reports and analyses. Position Requirements: 1. Provides administrative and business support services for a school, department, unit or clinic: budget maintenance, personnel processing, policy communication, facilities/space management, database/file management, office/clinic oversight, patient flow management, grants and contracts administration, preparation of financial reports. 2. Coordinates programmatic functions and/or special assignments as requested. 3. Interfaces with internal and external constituencies; may maintain vendor relationships. 4. May provide oversight of clerical/secretarial support staff. 5. Performs other duties as assigned. Minimum Requirements: Bachelor's degree in a related field and one (1) year of related experience required OR an equivalent combination of relevant education and/or experience. TRAITS & SKILLS: Must be self-directed / self-motivated; must have excellent communication and possess outstanding customer service and interpersonal skills. Must be able to: (1) perform a variety of duties often changing from one task to another of a different nature without loss of efficiency or composure; (2) accept responsibility for one's own work; (3) work independently; (4) recognize the rights and responsibilities of patient confidentiality; (5) convey empathy and compassion to those experiencing pain, physical or emotional distress and/or grief; (6) relate to others in a manner which creates a sense of teamwork and cooperation; (7) communicate effectively with people from every socioeconomic, cultural and educational background; (8) exhibit flexibility and cope effectively in an ever-changing, fast-paced healthcare environment; (9) perform effectively when confronted with emergency, critical, unusual or dangerous situations; (10) demonstrate the quality work ethic of doing the right thing the right way; and (11) maintain a customer focus and strive to satisfy the customer's perceived needs. UA Health Services Foundation (UAHSF) is proud to be an AA/EOE/M/F/Vet/Disabled employer.

Duties and Responsibilities: Makes arrangements for meeting and trainings, as needed Provide quality customer service Serves as the contact person for the Behavioral Health Department/SUD Program Screen calls, emails, and other correspondence sent from reception Manage multiple clinical and meeting calendars for Director of Behavioral Health, Social Service Coordinator, and SUD Coordinator Functions as administrative support for Director of Behavioral Health and SUD Coordinator Organize, maintain, and file digital files and records Prepare and edit correspondence, reports, spreadsheets, and presentations Complete special projects as assigned Assisting with other overflow work as directed by the Director of Behavioral Health Prompt, Regular attendance at the office Prioritize conflicting needs; handle matters expeditiously, proactively, and follow through on projects to successful completion, often with hard deadlines and quick turnaround times. Manages MAT Referral Spreadsheet to ensure accuracy and up-to-date information Schedules suboxone intake and MAT Clinic appointments for all CMC locations (Centerville, West End, Bessemer) Contacts behavioral health patients on behalf of the Director and SUD Coordinator, as needed Maintains registries (suboxone, behavioral health, School based health referral, psych consult, mental health hotline) for the Director of Behavioral Health Receives and processes referrals for the Behavioral Health Department Completes monthly medicaid verifications for patients enrolled in the Ryan White Program Inputs Ryan White Data in monthly/quarterly reports, update spreadsheets as needed Assist in scheduling Ryan White patients for initial intakes, follow ups and missed appointments Any other duties as assigned by the Director of Behavioral Health, Social Service Coordinator, and SUD Coordinator Required Skills: Knowledge of behavioral health and social work concepts Excellent organizational, interpersonal and communication skills Strong computer and internet research skills, including high comfort level with office software products (such as Google Apps, Microsoft Office, Adobe) Project coordination experience Ability to work well with various levels of internal management and staff as well as outside vendors and clients High level of flexibility and willingness to help with the daily tasks

+ Calendar Management, Travel arrangements, timekeeping, Expense/Invoice Processing, Ordering Suppliers, Coordinating event logistics/catering, other administrative functions. + Maintain confidentiality, integrity and high level of professionalism. + Ability to work with minimal supervision. **Skills:** + Experience with Microsoft office applications: Outlook, PowerPoint, Excel, Word, Etc. **About US Tech Solutions:** US Tech Solutions is a global staff augmentation firm providing a wide range of talent on-demand and total workforce solutions. To know more about US Tech Solutions, please visit *********************** (*********************************** . US Tech Solutions is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, colour, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.