Executive Administrative Assistant

Aston Carter•Saint Paul, MN

9d•$35 - $46•Hybrid

About The Position

We are seeking an experienced Executive Administrative Assistant to provide high-level support to an Executive Vice President and their broader team, including Corporate and Business Development functions. This role serves as a trusted partner responsible for managing complex schedules, coordinating travel, handling sensitive information, and supporting executive operations. The ideal candidate is highly organized, proactive, able to make sound decisions independently, and comfortable operating in a fast-paced environment where confidentiality and discretion are critical. This position follows a hybrid work arrangement and is expected to be in the office when the executive leader is onsite.

Requirements

High school diploma or GED required.
5-7 years of administrative support experience, preferably supporting senior executives or executive leadership.
Strong proficiency with: Microsoft Outlook, Excel and Word, Power BI, and Concur
Experience coordinating domestic and international travel.
Ability to manage multiple priorities simultaneously in a fast-paced environment.
Strong organizational and time-management skills.
Demonstrated ability to handle confidential information with professionalism and integrity.

Nice To Haves

Experience supporting Executive Vice Presidents, C-suite leaders, or senior executive teams.
Experience supporting Corporate, Business Development, Strategy, or Executive Leadership functions.
Prior experience coordinating across multiple stakeholders and departments.
Experience working with sensitive business information, executive communications, and confidential projects.

Responsibilities

Manage complex executive calendars, meetings, and scheduling priorities.
Coordinate domestic and international travel arrangements, including multi-time-zone scheduling and itinerary management.
Prepare meeting agendas, presentations, reports, correspondence, and other executive communications.
Screen and prioritize incoming communications, requests, and meeting invitations.
Support executive decision-making by gathering information, conducting research, and organizing critical business materials.
Handle confidential and highly sensitive information with the utmost professionalism and discretion.
Provide administrative support to an executive leadership team of up to 10 individuals across Corporate and Business Development functions.
Coordinate team meetings, leadership meetings, and special projects.
Manage expense reporting and reimbursement processes through Concur.
Assist with office operations, record management, document filing, and supply coordination.
Prepare reports, spreadsheets, financial documents, presentations, and other business materials as needed.
Support internal communications and cross-functional coordination efforts.
Act as a trusted extension of the executive, exercising strong judgment and decision-making without requiring extensive direction.
Anticipate needs, identify scheduling conflicts, and proactively resolve issues.
Maintain strict confidentiality regarding executive activities, travel schedules, business initiatives, and external partnership discussions.
Ensure executive calendar details, travel plans, and sensitive business activities are shared only on a need-to-know basis.