Administrative Assistant

Job Title: Executive Administrative Assistant / Executive Assistant Job Description This role provides high-level administrative and project coordination support to a sr Wave Lead and associated leadership teams. You will manage complex calendars, travel, expenses, and leadership meetings while also driving project reporting, documentation, and change control activities. The position combines executive assistance, project management support, and strategic enablement to help the organization achieve key milestones and deliver on its broader ASPIRE goals and vision. Responsibilities

- Provide comprehensive, proactive administrative support to the Wave Lead and, as applicable, the broader leadership team, ensuring smooth day-to-day operations.
- Manage complex calendars, including scheduling and prioritizing meetings, resolving conflicts, and coordinating across multiple stakeholders and time zones.
- Coordinate and book business travel several times per year, including flights, accommodations, ground transportation, and related logistics, and manage associated itineraries.
- Prepare, submit, and track expense reports and ensure timely, accurate reconciliation of travel and other business-related expenses.
- Plan, organize, and drive leadership meetings, including defining and coordinating agendas, preparing materials, and ensuring participants are well informed.
- Prepare, execute, and follow up on meetings with internal and external stakeholders by creating agendas, capturing minutes, tracking action items, and ensuring timely closure.
- Organize and manage independent events for the manager and team, such as internal and external workshops, offsites, and other group events.
- Support the wave and functional teams in meeting established milestones by coordinating activities, tracking progress, and escalating issues as needed.
- Develop, maintain, and manage project templates and documentation to ensure consistency, accuracy, and accessibility for the Wave Lead and project teams.
- Actively collaborate in organizational and group projects as a project lead or project member, contributing to project conception, implementation, and monitoring of results.
- Execute the change control process for assigned areas of responsibility, ensuring all changes are documented, reviewed, and implemented according to established procedures.
- Drive reporting activities by collecting data, consolidating information, and providing accurate, timely status updates and progress reports.
- Take accountability for the implementation and ongoing management of status and progress reporting frameworks for the program.
- Identify and pick up strategically important topics related to the program and implement them within your own area of responsibility.
- Actively contribute to and help drive the ASPIRE goals, vision, and strategy by proposing tools, working methods, and improvements to enhance effectiveness.
- Independently bring new ideas, tools, and working methods into the management group to improve collaboration, efficiency, and communication.
- Serve as a mood barometer between the manager and the broader area, helping to create mutual understanding, promote cooperation, and increase leadership team effectiveness and cohesiveness.
- Work closely with virtual and distributed teams using collaboration tools to organize, coordinate, and integrate multiple streams of information and activities.
- Handle highly confidential and critical information with discretion, professionalism, and mature judgment.
- Build and maintain strong, trusting relationships with executive leaders and key stakeholders across the organization.
- Communicate clearly and professionally in English, both in writing and verbally, to convey information, decisions, and updates.
- Manage time and priorities effectively, consistently executing multiple, and sometimes competing, activities to a high standard and within deadlines.
- Adapt quickly to changing priorities, ambiguity, and complexity, and stretch beyond your comfort zone to learn new skills and approaches.
- Demonstrate independence and follow-through by working with minimal instruction, taking ownership of tasks, and seeing commitments through to completion.

Essential Skills

- Associate or Bachelors Degree in a related field, with a Bachelors degree preferred.
- 57 years of experience in an Assistant role or comparable position providing executive or high-level administrative support.
- Experience with project management approaches, tools, and phases of the project lifecycle, including agile methodologies.
- Strong knowledge and experience using Google Suite (e.g., Gmail, Calendar, Drive, Docs, Sheets, Slides).
- Proficiency with Microsoft Office tools and general office productivity software.
- Demonstrated experience managing calendars, including complex scheduling and coordination for executives or sr leaders.
- Proven experience in travel coordination and organizing end-to-end business travel logistics.
- Experience preparing and managing expense reports and related financial documentation.
- Experience working with collaboration tools and in virtual teams, including coordinating multiple streams of information and activities.
- Strong problem-solving skills with the ability to exercise mature judgment in handling complex and sensitive situations.
- Ability to handle highly confidential and critical information with discretion and professionalism.
- Excellent interpersonal and communication skills, with the ability to work effectively with leadership teams and cross-functional stakeholders.
- Fluency in English, both written and spoken, with excellent written and verbal communication skills.
- High level of detail orientation with strong organizational and process management skills.
- Ability to learn quickly and operate effectively in environments with high levels of ambiguity and complexity.
- Proven ability to cultivate strong, trusting relationships with executive leaders.
- Excellent time management skills, with the ability to consistently execute multiple, and sometimes competing, activities to a high quality and within deadlines.
- Demonstrated independence, follow-through, and ability to work with minimal supervision.
- Resilience and thick skin, with the ability to handle feedback, pressure, and changing demands while maintaining professionalism.
- Strong desire to learn, grow, and stretch beyond your comfort zone in a rapidly changing environment.

Additional Skills & Qualifications

- Experience providing administrative or project support in complex, matrixed, or global organizations.
- Prior experience supporting sr leaders or executive teams in a similar capacity.
- Demonstrated ability to introduce and champion new tools, working methods, or process improvements.
- Proven capability to act as a liaison between leadership and broader teams, helping to foster understanding and collaboration.
- Ability to build and maintain business relationships across different functions, locations, and cultures.
- Strong sense of ownership, reliability, and accountability for delivering high-quality work.
- Comfort working across multiple international time zones and coordinating global stakeholders.
- Motivation to contribute to strategic programs such as ASPIRE initiatives or similar transformation efforts.
- Local to the Indianapolis area, with the ability to work on-site as required.

Work Environment The role follows a standard full-time schedule, typically Monday through Friday from 8:00 a.m. to 5:00 p.m. The position is based in the Indianapolis area, and candidates should already reside locally, as relocation support is not provided. You will work closely with leaders and teams that may be distributed across multiple international time zones, requiring some flexibility in availability for meetings and coordination. The environment is highly collaborative and relies heavily on digital tools, including Google Suite, Microsoft Office, and various virtual collaboration platforms, to support remote and hybrid interactions. The work involves balancing structured administrative tasks with dynamic project and strategic activities in a fast-paced, evolving setting. Business travel is required approximately 46 times per year for meetings, workshops, or events. Professional business attire may be expected for in-person meetings, travel, and formal events, while daily dress standards may align with a typical professional office environment.
Job Type & Location
This is a Contract position based out of Indianapolis, IN.
Pay and Benefits
The pay range for this position is $35.00 - $45.00/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 & Location
This is a Contract position based out of Indianapolis, IN.
Application Deadline
This position is anticipated to close on Oct 28, 2026.
Workplace Type
This is a fully onsite position in Indianapolis,IN. 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.