Executive Assistant

Aston Carter•Rockville, MO

1d•$24 - $35•Onsite

About The Position

The Executive Assistant provides high-level administrative support to the Executive Office under the direction of the Executive Assistant, ensuring smooth day-to-day operations and effective support of organizational leadership. This role manages a broad range of administrative tasks, coordinates meetings and events, and serves as a key point of contact for internal and external stakeholders. The position offers a clear growth path, with the intent to transition into the Executive Assistant role upon that individual’s retirement.

Requirements

At least 3+ years of executive administrative experience, ideally supporting C-Suite executives.
Strong proficiency in Microsoft Office Suite, including Word, Outlook, Excel, PowerPoint, Teams, and OneNote.
Demonstrated experience with calendar management
Experience coordinating meetings and events, including logistics and materials preparation.
Ability to screen calls and inquiries for the Executive Office and handle sensitive information with discretion.
Clean driving record, with the ability to provide occasional transportation for guests as needed, subject to driving record verification after a conditional offer.

Responsibilities

Provide comprehensive administrative support to the Executive Office under the direction of the Executive Assistant, ensuring efficient daily operations.
Support the Executive Secretary by completing a wide range of administrative tasks that enable effective leadership of the organization.
Answer, assist, and triage incoming phone calls and emails, including managing a shared email inbox for the Executive Office.
Assist with special projects as assigned, ensuring timely and accurate completion.
Design and produce professional PowerPoint presentations and other presentation materials as needed.
Compose, prepare, and format correspondence, documents, and reports with a high level of accuracy and professionalism.
Arrange and manage travel logistics for the Executive Secretary and other designated leaders, including itineraries and related documentation.
Plan, schedule, and coordinate meetings and events, including setting up appointments, managing calendars, and ensuring all logistics are in place.
Compile, organize, and distribute meeting and presentation materials in advance of meetings and events.
Coordinate and assist with catering arrangements for meetings and events, including set up and clean up.
Provide event and meeting support, including welcoming and hosting guests and ensuring a high level of hospitality.
Build and maintain strong, professional relationships with internal stakeholders and external partners.
Prepare and send notifications to trustees, leadership, local entities, chapters, and employers as appropriate.
Periodically provide safe and timely transportation for internal and external guests traveling to and from area airports and terminals, in accordance with organizational policies and driving requirements.
Learn all essential functions of the Executive Assistant role to provide effective backup support and prepare for potential future transition into that position.
Record and maintain accurate meeting minutes when required, ensuring clear documentation and timely distribution.
Support calendar management for the Executive Secretary, including screening and prioritizing meeting requests and invitations.
Assist with event coordination using relevant tools and systems, such as travel and expense platforms.
Troubleshoot assigned issues by gathering evidence, investigating relevant information with participants, vendors, and internal departments, and collaborating to resolve problems.
Respond promptly to operations leaders and stakeholders to facilitate informed decision-making and maintain smooth business operations.
Manage multiple complex tasks and issues simultaneously while maintaining a flexible, positive, and cooperative demeanor.
Perform other general administrative duties as assigned to support the needs of the Executive Office.