Administrative Associate

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

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.

• 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

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

• 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

• 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, Pipe Drive, Hub Spot)
• Comfortable in a lean, fast-moving environment with shifting priorities

• 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