Administrative Associate

Administrative Associate

Location: Towson, MD Onsite

Reports to: Controller (with dotted-line to President)

Overview

The ACI Group, a fast-paced staffing and recruiting firm specializing in IT and healthcare, is seeking a proactive Administrative Associate to support day-to-day business operations, streamline internal workflows, and assist with marketing initiatives. This role will serve as a key support resource to the Controller and broader leadership team, with responsibility for keeping critical systems organized, supporting recruiting and sales processes, and contributing to outbound marketing campaigns.

Key Responsibilities

Administrative Support

• Assist with creation and management of internal documentation, process checklists, and reporting tools
• Monitor shared inboxes, calendars, and project trackers; flag priority items
• Help maintain vendor files, client documents, and compliance materials
• Prepare reports, invoices, and expense tracking under direction of the Controller
• Ensure company systems (CRM, document repository, project trackers) are up to date and consistently used

Marketing Coordination

• Help draft and schedule social media and LinkedIn posts
• Track performance of outbound email and LinkedIn campaigns
• Maintain CRM and marketing contact lists
• Coordinate light updates to website or Capabilities Decks as needed
• Support occasional event planning

Special Projects

• Support new hire onboarding (IT setup checklist, benefit packets, etc.) and other HR activities
• Assist with quality control on client deliverables and resume submittals
• Help manage internal communications and SOP documentation

Qualifications

• 2-5 years in a administrative or executive assistant role
• Strong organizational skills and attention to detail; able to keep others on task
• Proficient in Windows 11 and Microsoft 365 (Excel, Word, Outlook, Teams) and Zoom
• Familiarity with CRM or ATS tools preferred (e.g., Manitol, PipeDrive, HubSpot)
• Comfortable in a lean, fast-moving environment with shifting priorities

Preferred Traits

• Self-starter with the ability to spot inefficiencies and propose solutions
• Professional, proactive communicatorable to interact with senior leadership and vendors
• Willingness to hold others accountable to shared processes
• Interest in staffing, recruiting, or professional services is a plus