Administrative Associate

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