Executive Assistant

Job Description

Job Description

Job Title: Executive Assistant

Job Description

We are seeking an Executive Assistant who acts as a strategic extension of leadership, thriving in complexity, anticipating needs before they arise, and executing with precision at the highest level. In this high-impact, high-visibility role, you will directly support the Executive Vice President, Management Team, Executive Committee, and leaders across the organization. This is not a traditional administrative position; it is an opportunity to be deeply embedded in the business and serve as a critical partner to leadership, influencing outcomes through proactive planning, exceptional judgment, and flawless execution.

Responsibilities

• Provide comprehensive executive-level administrative support to the Executive Vice President, Management Team, Executive Committee, and leaders, ensuring their time and priorities are managed effectively.
• Act as a strategic partner to leadership by anticipating needs, identifying potential issues before they arise, and proactively preparing information, materials, and solutions.
• Manage complex and competing priorities with minimal oversight, making sound decisions about what requires immediate attention and what can be delegated or deferred.
• Coordinate and organize high-level meetings, including preparing agendas, gathering and distributing materials, tracking follow-ups, and ensuring clear alignment on next steps.
• Handle sensitive and confidential information with discretion, maintaining a high level of trust and professionalism in all interactions.
• Facilitate clear, executive-level communication across teams and stakeholders, ensuring messages are accurate, timely, and aligned with leadership expectations.
• Use Microsoft Office, SharePoint, SAP/BI, Adobe Sign, and contract management systems to create, manage, and track documents, reports, and approvals efficiently.
• Support legal, governance, and corporate-related activities as needed, leveraging experience in complex, high-performance environments to keep processes running smoothly.
• Maintain a polished, professional presence in all internal and external interactions, representing leadership with pleasant mannerisms and a positive, solutions-oriented attitude.
• Continuously look for ways to improve processes, streamline workflows, and enhance the effectiveness of leadership and the broader organization.

Essential Skills

• At least 5+ years of experience as an Executive Assistant supporting executives in a complex, high-performance environment, preferably with exposure to legal, governance, or corporate functions.
• Proven ability to manage competing priorities with minimal oversight while maintaining high accuracy and reliability.
• Executive-level communication skills, including the ability to communicate clearly, concisely, and professionally with leaders and diverse stakeholders.
• Strong proficiency with Microsoft Office applications for document creation, data analysis, presentations, and communication.
• Experience using SharePoint for document management and collaboration.
• Proficiency with SAP/BI for accessing and working with business information and reports.
• Experience with Adobe Sign for managing digital signatures and approval workflows.
• Hands-on experience with contract management systems to support tracking, routing, and administration of agreements.
• Very high level of professionalism, including discretion, judgment, and reliability in handling sensitive and confidential matters.
• Strong interpersonal and people skills, with a pleasant, composed, and service-oriented demeanor.

Additional Skills & Qualifications

• Prior experience supporting executive leadership in legal, governance, or corporate environments is preferred.
• Demonstrated ability to thrive in fast-paced, high-trust settings where priorities shift quickly.
• Comfort working with minimal direction, taking ownership of tasks, and making decisions that keep leaders and projects moving forward.
• Ability to build strong relationships across teams and levels, fostering trust and effective collaboration.
• A proactive mindset focused on continuous improvement and finding better ways to support leadership and the organization.

Work Environment

The role is based in a fast-paced, high-trust environment with typical hours of Monday through Friday, approximately 7:00 a.m. to 5:00 p.m. You will work closely with leadership in a culture that values speed, clarity, and accountability, where priorities can shift quickly and proactive thinking is essential. Communication is direct and transparent, autonomy is expected, and your judgment is relied upon to manage sensitive matters and keep the organization running smoothly. The atmosphere is supportive and people-first, where every role matters, your contributions have a visible impact, and continuous improvement is part of the daily rhythm. The organization offers exceptional benefits, including profit sharing, no waiting periods, and highly affordable healthcare, reflecting a strong commitment to investing in employees and enabling long-term success.=

This is a Contract to Hire position based out of phoenix, AZ.

The pay range for this position is $75000.00 - $80000.00/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)

This is a fully onsite position in phoenix,AZ.

This position is anticipated to close on Aug 6, 2026.

About Actalent

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

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

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email [email protected] 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.