What are the responsibilities and job description for the Administrative Associate (Part-time) position at The ACI Group, Inc.?
Administrative Associate (Part-time)
Location: Towson, MD Onsite
Hours: Approximately 4 hours/day (20 hours a week)
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 HR and client billing/invoicing, recruiting and sales processes, and contributing to outbound marketing campaigns.
This position is Part-time and we are seeking someone for approximately 4 hours a day on-site at our Towson, MD office. Position could eventually lead to full-time, however there is no guarantee at this time.
Key Responsibilities
Administrative Support
- Support new hire onboarding (IT setup checklist, benefit packets, etc.) and other HR activities
- Prepare reports, invoices, and expense tracking under direction of the Controller
- 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
- 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
- Assist with quality control on client deliverables and resume submittals
- Help manage internal communications and SOP documentation
Qualifications
- 2–5 years in an 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 communicator—able 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