Executive Administrative Assistant

Aston Carter • Newark, NJ • 5h ago

Job Posting: Executive Administrative AssistanceJob Summary

We are seeking a highly organized and proactive Administrative Business Support Specialist to provide comprehensive administrative support to our senior leadership team, including the SVP, CIO, CISO, and IT VP of Applications. This role is crucial in ensuring seamless day-to-day operations and effective management of priorities.

Job Description

Administrative Business Support:

Facilitate seamless day-to-day operations and offer comprehensive administrative support to SVP, CIO, CISO, and IT VP of Applications.

Manage domestic and international travel arrangements, including the creation of travel agendas.

Create and manage expense reports for SVP, CIO, CISO, and IT VP of Applications.

Manage executives' calendars, emails, and ad hoc projects.

Order internal office supplies for IT as necessary.

Maintain organizational charts, files, and IT contact lists.

Ad-Hoc Support and Event Management:

Assist with planning, coordination, and execution of team events, initiatives, and activities, including onsite and offsite events.

Coordinate special projects related to department and company goals as assigned.

Assist with quarterly RIM meeting materials.

Provide ad-hoc administrative support as needed to ensure executive efficiency and contribute to organizational success.

Leadership and Team Engagement:

Assist in driving the development and implementation of innovative activities to enhance overall team engagement.

Develop initiatives that increase employee satisfaction and foster a positive, collaborative, and inclusive team culture.

IT Onboarding:

Manage and oversee the IT new hire onboarding process, ensuring a smooth, welcoming, and engaging experience for all incoming team members.

Provide ongoing support to new hires during their initial weeks, addressing any questions or concerns and helping them integrate fully into the team.

Order home office equipment, supplies, and business cards as needed.

Cross-Functional Collaboration:

Work collaboratively with cross-functional teams, peers, and the Executive Leadership team to support the effective delivery of projects and initiatives.

Build strong relationships with internal and external stakeholders to ensure seamless coordination and execution of business operations.

Qualifications

Education & Experience:

Minimum of 5 years' experience as an executive assistant/executive support.

Strong organizational, time-management, and problem-solving skills.

Knowledge of IT preferred.

Experience leading or managing team initiatives/engagement activities is a plus.

High level of proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and presentation skills preferred.

Ability to maintain confidentiality and handle sensitive information with discretion.

Demonstrated ability to manage multiple projects and priorities simultaneously in a fast-paced environment.

Competencies:

Proactive, self-starter with the ability to work independently and as part of a team.

Strong attention to detail and commitment to excellence.

Excellent interpersonal skills and the ability to build relationships at all levels of the organization.

Flexibility and adaptability to changing business needs and priorities.

Ability to think strategically and solve problems effectively.

Excellent communication skills and ability to multitask in a fast-paced environment.

Proactively identifies opportunities for improvement and implements changes to optimize processes, enhance efficiency, and drive results.

Communications:

Maintains confidentiality of sensitive information and company data without exception.

Excellent written and oral communication skills are required.

Other Requirements:

Occasional travel to the office required.

If you are a proactive and detail-oriented professional with a passion for supporting executive leadership and driving team engagement, we encourage you to apply for this exciting opportunity!

Pay and Benefits

The pay range for this position is $25.00 - $30.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:

Medical, dental & vision - Critical Illness, Accident, and Hospital - 401(k) Retirement Plan - Pre-tax and Roth post-tax contributions available - Life Insurance (Voluntary Life & AD&D for the employee and dependents) - Short and long-term disability - Health Spending Account (HSA) - Transportation benefits - Employee Assistance Program - Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully remote position.

Application Deadline

This position is anticipated to close on May 12, 2025.

About Aston Carter:

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com (%20astoncarteraccommodation@astoncarter.com) for other accommodation options.

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