Executive Administrative Assistant

Aston Carter • Philadelphia, PA • 2h ago

Job Title: Executive Administrative Assistant

Job Description

This role entails reporting directly to the Vice President of Finance, Technology, and HRIS. It focuses on operational coordination and executive workflow to enhance organizational effectiveness.

Responsibilities

Manage a complex calendar and triage requests including scheduling, deferring, delegating, or preparing.

Prepare agendas and briefings to ensure meetings lead to decisions.

Track commitments and conduct follow-ups with stakeholders.

Act as a professional point of contact on behalf of the department.

Maintain visibility into active initiatives and deadlines across teams.

Coordinate communication and information flow.

Identify bottlenecks and ownership gaps, and escalate them appropriately.

Maintain timelines, milestones, and action trackers.

Capture decisions, owners, and next steps as a meeting scribe.

Organize shared documentation to ensure continuity.

Organize and maintain Standard Operating Procedures (SOPs), policies, and internal guidance.

Establish templates, agendas, and tracking practices.

Support rollouts and acknowledgments.

Coordinate internal meetings and staff engagement activities in collaboration with the People Experience team.

Manage logistics, vendors, and communications.

Essential Skills

Proficiency in calendar management, Microsoft Office Suite (Word, Excel, PowerPoint), and executive support.

Expertise in administrative support and travel management.

Experience in meeting structure management.

Additional Skills & Qualifications

6-10+ years of experience supporting a senior leader (VP/C-suite) in a small-to-midsize organization.

Experience in operations, executive support, and/or executive operations.

Ability to prioritize and diplomatically push back when necessary.

Strong organizational judgment and follow-through.

High discretion with sensitive information.

Skilled in calendars, trackers, documentation, and cross-team coordination.

Experience supporting a Head of People, COO, or founder/executive team.

Background in professional services, hospitality, education, consulting, family office, or mission organizations.

Experience in standardizing processes or improving administrative workflows.

Work Environment

The position offers a hybrid work schedule with work-from-home on Mondays and an in-office presence from Tuesday to Thursday. Enjoy a friendly, close-knit team environment within a beautiful office space.

Job Type & Location

This is a Contract position based out of Philadelphia, PA.

Pay and Benefits

The pay range for this position is $33.00 - $37.00/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 hybrid position in Philadelphia,PA.

Application Deadline

This position is anticipated to close on Feb 20, 2026.

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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