Executive Administrative Assistant

Aston Carter

2d•$25 - $30•Onsite

About The Position

The Executive Administrative Assistant will provide high-level administrative and operational support to a C-suite executive, ensuring efficient day-to-day operations and enabling executive effectiveness. This role suits a highly organized, proactive professional who thrives in a fast-paced environment, exercises excellent judgment, and handles confidential information with discretion and professionalism.

Requirements

Minimum of 3+ years of experience as an Executive Assistant or Administrative Assistant supporting leadership.
Proven experience providing executive-level administrative support, including complex calendar and travel management.
Strong proficiency in Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
Advanced Microsoft Excel skills, including formulas and pivot tables.
Demonstrated ability to manage competing priorities, deadlines, and high volumes of work in a fast-paced environment.
Excellent written and verbal communication skills with a professional and polished communication style.
Strong organizational skills and attention to detail when managing documents, schedules, and follow-ups.
Ability to handle confidential and sensitive information with discretion and professionalism.
Experience preparing presentations, reports, and executive-level documentation.
Experience managing expense reports and related administrative financial processes.

Nice To Haves

Bachelor’s degree is a plus.
Experience using Epicore or similar systems for expense management is an advantage.
Experience working in or supporting a manufacturing or production-based environment, or comfort working in this type of setting.
Proactive mindset with the ability to anticipate needs and take initiative.
Strong relationship-building skills and the ability to collaborate effectively across departments.
Demonstrated ability to identify and implement process improvements in administrative workflows.

Responsibilities

Manage a complex executive calendar, including scheduling meetings, resolving conflicts, and prioritizing appointments.
Coordinate domestic and international travel arrangements, including flights, accommodations, itineraries, and related logistics.
Serve as the primary point of contact between the executive and internal and external stakeholders, ensuring timely and professional communication.
Screen, prioritize, and respond to emails, calls, and other correspondence on behalf of the executive.
Prepare high-quality presentations, reports, agendas, briefing materials, and other executive-level documents.
Schedule and organize meetings, conferences, and executive events, ensuring all logistics and materials are in place.
Attend meetings as required, record accurate meeting notes, and track action items, including follow-up on deadlines and commitments; some travel may be required.
Ensure follow-up on decisions, action items, and key deliverables to support executive accountability and progress.
Maintain confidential files, records, and sensitive documentation in an organized and secure manner.
Submit, track, and reconcile expense reports, invoices, and budgets in a timely and accurate way.
Assist with special projects and strategic initiatives, providing administrative and coordination support as needed.
Identify and implement process improvements to enhance administrative efficiency and streamline workflows.
Communicate professionally on behalf of executive leadership in writing and verbally.
Build and maintain strong working relationships across departments and with external partners.
Handle sensitive information with integrity, discretion, and strict confidentiality at all times.