The Administrative Assistant provides high-level administrative support to all levels of management, including external business partners, with a primary focus on supporting two General Managers. This role manages complex calendars, coordinates domestic and international travel, processes business expenses, and supports meetings and events. The position also contributes to department financial, personnel, and facility operations, manages procurement of goods and services, and serves as a central point of contact for the department or group.
Responsibilities
Manage complex calendars for two General Managers, including scheduling, rescheduling, and prioritizing meetings and appointments.
Coordinate domestic and international travel arrangements, including flights, accommodations, ground transportation, and itineraries.
Process and track business expenses, ensuring accuracy, timeliness, and adherence to company policies.
Coordinate meetings and events, including logistics, invitations, materials, and follow-up actions.
Support department financial operations by assisting with tracking, documentation, and basic coordination tasks as needed.
Assist with personnel operations by helping coordinate administrative aspects related to staff support within the department.
Support facility operations by coordinating office-related needs and helping ensure a smooth and efficient workplace.
Manage procurement of goods and services, including computer equipment, office supplies, reference materials, and related items.
Maintain and manage vendor relationships, including coordinating orders, deliveries, and issue resolution.
Provide general office support, such as handling correspondence, organizing documents, and responding to inquiries.
Serve as the primary department or group contact for internal teams and external business partners.
Collaborate and cross-functionally support the broader team, providing overall team support as needed.
Complete special projects as assigned, demonstrating initiative, attention to detail, and the ability to work independently.
Maintain up-to-date records of travel, expenses, and administrative activities to support accurate reporting and compliance.
Communicate clearly and professionally in all interactions, ensuring detailed and proactive updates to stakeholders.
Essential Skills
Proven administrative support experience, including prior experience as an administrative assistant.
Experience providing executive administrative support, ideally supporting senior leaders or General Managers.
Strong calendar management skills, including handling complex and high-volume scheduling.
Hands-on experience with travel coordination and travel management for domestic and international trips.
Proficiency in processing expense reports and maintaining accurate, up-to-date expense records.
Experience with vendor management, including procurement of office supplies, equipment, and services.
Excellent written and verbal communication skills, with the ability to provide clear and detailed communication.
Strong attention to detail and ability to maintain accuracy in a fast-paced environment.
Ability to adapt quickly, multitask, and prioritize effectively while supporting two General Managers.
Proactive work style, with the ability to anticipate needs and take initiative without constant direction.
Demonstrated ability to collaborate and provide team support across different functions.
Additional Skills & Qualifications
Experience supporting a large, fast-paced corporate environment.
Demonstrated ability to manage both domestic and international travel logistics from end to end.
Experience coordinating meetings and events, including logistics and follow-up.
Strong organizational skills with a focus on being detail-oriented and thorough.
Comfort working with financial, personnel, and facility-related administrative processes.
Eagerness to grow, learn, and take on new responsibilities and special projects.
Ability to communicate in an over-detailed and proactive manner to minimize misunderstandings and rework.
Work Environment
This position operates in a hybrid work environment based in Irving, TX, with an expectation of working onsite 2-3 days per week at the Las Colinas location and remotely on other days. The schedule is Monday through Friday, approximately 40 hours per week, with no regular overtime expected. The work setting is fast-paced and collaborative, involving regular interaction with two General Managers, internal teams, and external business partners. Standard office equipment, including a laptop, mouse, headset, and an extra monitor, is provided. The role involves typical professional office attire when onsite and requires comfort working in a corporate office environment that emphasizes responsiveness, reliability, and high-quality administrative support. There is potential for extension of the assignment, offering an opportunity for longer-term engagement.
Job Type & Location
This is a Contract position based out of Irving, TX.
Pay and Benefits
The pay range for this position is $28.00 - $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 hybrid position in Irving,TX.
Application Deadline
This position is anticipated to close on Apr 23, 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.
