Job Title: Executive Administrative Assistant
Job Description
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.
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.
Essential Skills
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.
Additional Skills & Qualifications
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.
Work Environment
This is an onsite role, Monday through Friday, from 8:00 a.m. to 5:00 p.m. The position is based in a manufacturing or production-oriented environment, where the Executive Administrative Assistant works closely with a C-suite leader and interacts with various departments. The role involves regular use of Microsoft Office tools, including Outlook, Word, Excel, and PowerPoint, as well as expense management systems such as Epicore or similar platforms. The work setting is fast-paced and dynamic, requiring professionalism, discretion, and adaptability throughout the workday.
Job Type & Location
This is a Contract to Hire position based out of Whitestown, IN.
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 onsite position in Whitestown,IN.
Application Deadline
This position is anticipated to close on Apr 15, 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.
