Job Title: Senior Administrative AssistantJob DescriptionThe Senior Administrative Assistant, provides high-level administrative and operational support almost exclusively to the Chief Data & AI Officer within a fast-paced and rapidly evolving organization. This role focuses on proactive executive support, complex calendar management, detailed logistics coordination, and serving as a strategic business partner rather than a purely transactional assistant. The position is ideal for an experienced executive assistant who thrives in dynamic environments, anticipates needs, and supports a Senior leader who is building out a new AI and Data organization.Responsibilities
- Provide high-level administrative and operational support directly to the Chief Data & AI Officer, acting as a trusted business partner.
- Manage a complex executive calendar with exceptional attention to detail, including scheduling internal and external meetings, balancing back-to-back commitments with appropriate breaks, and aligning with the executives preferred meeting cadence.
- Learn and adapt to the executives working style, including preferences for calendar structure, communication, meeting preparation, transition time between meetings, and travel and logistics coordination.
- Stay two steps ahead of the executive by anticipating needs, identifying potential issues before they arise, and proactively planning solutions.
- Develop and maintain contingency plans for meetings and travel, ensuring backup options (such as including virtual meeting links in onsite meeting invitations) are in place when circumstances change.
- Coordinate extensive domestic and international travel, including trips to Switzerland, by arranging flights, hotels, ground transportation, and related logistics.
- Manage conference and event logistics, including registrations, agendas, materials, and coordination for internal and external engagements.
- Prepare and organize meeting agendas and related materials to ensure the executive is ready and informed for all commitments.
- Process and manage expense reports accurately and in a timely manner, using appropriate systems such as Concur.
- Communicate professionally and effectively on behalf of the executive with internal and external stakeholders, maintaining executive-level professionalism at all times.
- Support the broader AI & Data leadership team as expectations are defined, which may include providing limited or capacity-based administrative support to Directors and VPs.
- Operate independently in an environment with no other administrative assistants on the team, taking initiative, prioritizing tasks, and managing multiple competing priorities.
- Collaborate with the executive to define and refine the scope of support as the organization grows and responsibilities evolve.
- Ensure all administrative processes and documentation are organized, accurate, and aligned with corporate policies and standards.
- Maintain a solution-oriented mindset by presenting recommended next steps and options when issues arise, rather than only escalating problems.
Essential Skills
- 58+ years of administrative, operations, or project coordination experience supporting Senior leadership in a fast-paced corporate environment.
- 10+ years of strong Executive Assistant experience supporting Senior executives, ideally including officers of a company.
- Proven experience providing high-level executive support, including complex calendar management and logistics for Senior executives.
- Exceptional attention to detail, particularly in managing complex calendars, scheduling, and logistics.
- Advanced proficiency with Microsoft Outlook, including sophisticated calendar management.
- Advanced proficiency with Microsoft Teams for virtual meetings and collaboration.
- Advanced proficiency with Microsoft Word, Excel, and PowerPoint for document preparation, reporting, and presentations.
- Proficiency with Concur or similar expense management and travel booking systems.
- Strong executive calendar management skills, including the ability to structure back-to-back meetings, schedule breaks, and factor in travel and preparation time.
- Demonstrated ability to anticipate needs, think ahead, and identify potential issues before they occur.
- Strong contingency planning skills, including building and managing Plan B options for meetings, travel, and logistics.
- Highly organized and proactive, with the ability to manage multiple competing priorities in a dynamic environment.
- Strong written and verbal communication skills with executive-level professionalism.
- Ability to function as a true business partner to the executive, going beyond transactional administrative tasks.
- Comfort working independently with minimal guidance in an evolving organizational structure.
Additional Skills & Qualifications
- Bachelors degree preferred, but significant Executive Assistant experience may be considered in lieu of a degree.
- Experience supporting Senior executives in technology, data, analytics, or AI-focused organizations is a plus.
- Experience in Pharma or Biotech environments is a plus, but not required.
- Background in IT or technology companies can be a strong fit.
- Demonstrated ability to quickly learn and adapt to a new executives working style and preferences.
- Experience coordinating domestic and international travel, including complex itineraries and conference participation.
- Experience supporting a Senior leader who is building or scaling a new organization.
- Strong problem-solving skills and a solution-oriented mindset, with the ability to propose options and recommendations.
- Comfort and effectiveness in fast-paced, high-growth, or evolving corporate environments.
Work EnvironmentThis role operates in a hybrid work environment with an expectation of working in the office three days per week. The position is based in a corporate office setting in Wilmington, DE. Typical working hours follow a standard business-day schedule, such as approximately 8:00 a.m.5:00 p.m. with a one-hour lunch or 8:30 a.m.5:00 p.m. with a 30-minute lunch, though flexibility is required to meet executive and business needs. The environment is fast-paced and dynamic, as the Chief Data & AI Officer is relatively new to the organization and actively building out the broader AI & Data team. There are currently no other administrative assistants on this team, so the Senior Administrative Assistant works with a high degree of independence and ownership. The role relies heavily on Microsoft Outlook, Teams, Word, Excel, PowerPoint, and Concur, as well as calendar management and virtual meeting tools. The position involves frequent coordination of domestic and international travel, conference participation, and both in-person and virtual meetings, requiring a professional office presence and polished communication style. Job Type & LocationThis is a Contract position based out of Wilmington, DE. Pay and BenefitsThe pay range for this position is $39.00 - $39.00/hr. Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits
available for this temporary role may include the following:
Medical, dental & vision Critical Illness, Accident, and Hospital 401(k) Retirement Plan Pre-tax and Roth post-tax contributions available Life Insurance (Voluntary Life & AD&D for the employee and dependents) Short and long-term disability Health Spending Account (HSA) Transportation benefits Employee Assistance Program Time Off/Leave (PTO, Vacation or Sick Leave) Job Type & LocationThis is a Contract position based out of Wilmington, DE. Application DeadlineThis position is anticipated to close on Nov 6, 2026. Workplace TypeThis is a hybrid position in Wilmington,DE.About Actalent
Actalent is a global leader in engineering and sciences services and talent solutions. We help visionary companies advance their engineering and science initiatives through access to specialized experts who drive scale, innovation and speed to market. With a network of almost 20,000 consultants and 5,000 clients across the U.S., Canada, Asia and Europe, Actalent serves many of the Fortune 500. We are proud to be an Engineering News-Record (ENR) Top 500 Design Firm for our engineering design services and a ClearlyRated Best of Staffing® winner for both client and talent service.
The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.
If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email actalentaccommodation@actalentservices.com for other accommodation options.
San Francisco Fair Chance Ordinance:
Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.
Massachusetts Lie Detector:
It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.
Use of Artificial Intelligence (AI):
We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.
