Administrative Assistant (Supporting CFO)

Aston Carter • New York, NY • 1h ago

Administrative Assistant supporting CFO

Job Description

This role involves managing the CFO's calendar and email correspondence, prioritizing requests, preparing responses, and ensuring critical matters are addressed promptly, all while maintaining confidentiality. The position serves as the primary point of contact for incoming calls and communications directed to the CFO, prepares and processes weekly timesheets and monthly expense submissions, and facilitates communication and coordination between the CFO and stakeholders across multiple departments and business units. Additionally, it provides support for finance-related meetings, oversees administrative processes for the finance team, coordinates department trainings, team meetings, and special events, and offers day-to-day administrative and operational support to the CFO and finance leadership team as needed.

Responsibilities

Manage the CFO's calendar and prioritize requests.

Prepare responses and address critical matters promptly.

Serve as the primary point of contact for calls and communications directed to the CFO.

Prepare and process weekly timesheets and monthly expense submissions.

Facilitate communication and coordination between the CFO and various departments.

Support recurring finance-related meetings including scheduling and follow-up activities.

Oversee administrative processes for the finance team such as timekeeping approvals and absence tracking.

Coordinate department trainings, team meetings, and special events.

Provide day-to-day administrative and operational support to the CFO and finance leadership team.

Essential Skills

Minimum of 2 years of experience in calendar management and expense management.

Proficiency in phone support and timesheet management.

Knowledge of accounting/bookkeeping and administrative duties.

Strong interpersonal, communication, and organizational skills.

Ability to handle confidential information with discretion and professionalism.

Strong time management skills with a proactive approach to problem-solving and decision-making.

Additional Skills & Qualifications

Bachelor's degree required.

Proficiency in Deltek VantagePoint, Microsoft Outlook, and Microsoft Teams is preferred.

Interest in architecture and design is a plus.

Work Environment

The role requires working 5 days in the office with the potential for a 4x1 hybrid setup based on performance. The environment offers exposure to high-impact projects in a global architecture and design firm.

Job Type & Location

This is a Contract to Hire position based out of New York, NY.

Pay and Benefits

The pay range for this position is $24.00 - $32.00/hr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

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 New York,NY.

Application Deadline

This position is anticipated to close on Aug 31, 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.

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