Job Title: Executive Administrative AssistantJob Description
This Executive Administrative Assistant role provides high-level support to an Executive Vice President and a broader team across Corporate and Business Development functions. You will serve as a trusted partner responsible for managing complex schedules, coordinating domestic and international travel, handling sensitive information, and supporting executive operations. The position requires a highly organized, proactive professional who can make sound decisions independently and thrive in a fast-paced environment where confidentiality and discretion are essential. This role follows a hybrid work arrangement and requires in-office presence when the executive leader is onsite.
Responsibilities
Manage complex executive calendars, including scheduling meetings, prioritizing appointments, and resolving scheduling conflicts across multiple time zones.
Coordinate domestic and international travel arrangements, including flights, accommodations, ground transportation, and detailed itinerary management.
Prepare meeting agendas, presentations, reports, correspondence, and other executive-level communications to support key business initiatives.
Screen and prioritize incoming communications, requests, and meeting invitations, ensuring the executive's time is used effectively.
Support executive decision-making by gathering information, conducting research, and organizing critical business materials.
Handle confidential and highly sensitive information with professionalism, discretion, and integrity.
Provide administrative support to an executive leadership team of up to 10 individuals across Corporate and Business Development functions.
Coordinate team meetings, leadership meetings, and special projects, including logistics, materials, and follow-up actions.
Manage expense reporting and reimbursement processes using Concur, ensuring accuracy and timely submission.
Assist with office operations, including record management, document filing, and coordination of office supplies.
Prepare reports, spreadsheets, financial documents, presentations, and other business materials as needed to support executive and team activities.
Support internal communications and cross-functional coordination efforts to ensure alignment and smooth operations.
Act as a trusted extension of the executive by exercising strong judgment and making informed decisions with minimal direction.
Anticipate needs, identify potential issues, and proactively resolve scheduling, logistical, and operational challenges.
Maintain strict confidentiality regarding executive activities, travel schedules, business initiatives, and external partnership discussions.
Ensure executive calendar details, travel plans, and sensitive business activities are shared only on a need-to-know basis.
Essential Skills
High school diploma or GED.
5-7 years of administrative support experience, preferably supporting senior executives or executive leadership.
Strong proficiency with Microsoft Outlook for calendar and email management.
Strong proficiency with Microsoft Excel and Word for documents, reports, and spreadsheets.
Proficiency with Power BI for viewing and working with business data and reports.
Proficiency with Concur for expense reporting and reimbursement processes.
Experience coordinating domestic and international travel, including complex, multi-time-zone itineraries.
Ability to manage multiple priorities simultaneously in a fast-paced environment.
Strong organizational and time-management skills with a high level of attention to detail.
Demonstrated ability to handle confidential information with professionalism, discretion, and integrity.
Proven experience providing executive support and executive administrative support.
Demonstrated strength in calendar management and administration.
Effective written and verbal communication skills for preparing executive communications and coordinating with stakeholders.
Additional Skills & Qualifications
Experience supporting Executive Vice Presidents, C-suite leaders, or senior executive teams.
Experience supporting Corporate, Business Development, Strategy, or Executive Leadership functions.
Prior experience coordinating across multiple stakeholders and departments in a corporate environment.
Experience working with sensitive business information, executive communications, and confidential projects.
Ability to act as a trusted partner to executive leadership, exercising sound judgment and independent decision-making.
Comfort working with cross-functional teams and internal communications to support business initiatives.
Work Environment
This role operates in a hybrid work environment, with an expectation that you will be in the office when the executive leader is onsite. You will provide administrative support to an Executive Vice President and a team of approximately 10 corporate and business development professionals. The position involves frequent interaction with senior leadership, coordination across multiple departments, and use of tools such as Microsoft Outlook, Excel, Word, Power BI, and Concur. The work setting is fast-paced and dynamic, requiring flexibility, professionalism, and a high degree of confidentiality in day-to-day operations.
Job Type & Location
This is a Contract position based out of Saint Paul, MN.
Pay and Benefits
The pay range for this position is $35.00 - $46.00/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 Saint Paul,MN.
Application Deadline
This position is anticipated to close on Jul 2, 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® Platinum Award 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.
San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.
Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.
Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.
