Executive Administrative Assistant

Aston Carter; Washington; On-site; USD 65,000 - 85,000; Full time

Job summary

Aston Carter is seeking an Executive Administrative Assistant to provide high-level support to two leaders and a 43-member team in a fast-paced environment. You will manage complex calendars, coordinate meetings and events, and handle a wide range of administrative tasks to keep the organization running smoothly.

You will engage with leadership, participate in large-scale events, and assist with onboarding/offboarding, travel logistics, and confidential information handling.

Qualifications

• 2-4 years supporting leaders or executives.
• 2-4 years managing calendars using Microsoft Outlook with complex scheduling.
• 2-4 years with project management responsibilities like coordinating events or initiatives.
• Strong verbal and written communication skills for professional interactions at all levels.

Responsibilities

• Provide executive-level support to two leaders and a team of 43.
• Own and manage complex calendars, resolve conflicts, align with leadership priorities.
• Coordinate internal and external meetings, including logistics and preparation.
• Support travel arrangements and expense reporting.
• Collaborate with team admins to set priorities and ensure leaders are prepared.

Skills

Calendar management

Executive support

Communication skills

multitasking

Confidentiality

Organization

Education

No degree required

Tools

Microsoft Outlook

Microsoft Office

Job description

Job Description

This Executive Administrative Assistant role provides high-level support to two leaders and a broader team of 43 members in a fast-paced, dynamic environment. You will manage complex calendars, coordinate meetings and events, support team operations, and handle a wide range of administrative tasks that keep the organization running smoothly. This position offers extensive exposure to leadership, opportunities for professional development, and the chance to collaborate with a strong community of administrators and employees across the organization.

Responsibilities

• Provide executive-level support to two leaders, ensuring their time, priorities, and commitments are managed effectively.
• Own and manage complex calendars with a high degree of accuracy, including scheduling meetings, resolving conflicts, and aligning with leadership priorities.
• Coordinate and schedule internal and external meetings, including logistics, materials, and preparation for leaders and participants.
• Support possible travel arrangements and expense facilitation for leaders, including processing expense reports in a timely and accurate manner.
• Partner closely with team administrators and business partners to set priorities, align schedules, and ensure leaders are fully prepared for key engagements.
• Collaborate with peers across the organization to support a smooth operating model and consistent administrative practices.
• Plan, coordinate, and support large-scale events such as all-hands meetings, morale events, offsites, and other group meetings as needed.
• Manage space planning and team moves, including coordinating seating assignments and ensuring smooth transitions for team members.
• Own and maintain distribution lists and security groups, ensuring they are accurate, up to date, and aligned with team and organizational needs.
• Generate reports, such as headcount and other operational summaries, to support leadership visibility and decision-making.
• Support employee onboarding and offboarding by coordinating access, tools, resources, and communications for new hires and departing employees.
• Purchase equipment, services, and supplies as needed, and process related invoices in accordance with established procedures.
• Respond to policy questions from team members and help troubleshoot administrative and operational issues.
• Maintain highly organized records and information systems while upholding strict confidentiality of sensitive information.
• Prioritize leadership capacity by filtering requests, managing competing demands, and escalating issues when appropriate.
• Handle multiple tasks simultaneously while maintaining attention to detail, consistent follow-through, and timely completion of assignments.
• Adapt quickly to changing priorities and directions in a fast-paced environment, using sound judgment to make decisions and recommendations.
• Participate in special projects and other administrative initiatives as assigned to support the broader team and organization.

Essential Skills

• 2-4 years of experience supporting leaders or executives, including direct executive assistant or executive administrative support responsibilities.
• 2-4 years of experience managing calendars and scheduling through Microsoft Outlook, including complex scheduling and conflict resolution.
• 2-4 years of experience with project management responsibilities, such as coordinating events, initiatives, or operational processes.
• Strong verbal and written communication skills, with the ability to interact professionally at all levels of the organization.
• Proven ability to multi-task and manage time effectively while handling multiple, competing priorities.
• Demonstrated ability to work independently with minimal supervision and to exercise good judgment in a variety of situations.
• Strong customer service orientation and interpersonal skills, with the ability to build effective working relationships.
• High level of organization and attention to detail, with the ability to keep information, tasks, and processes structured and up to date.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Proficiency with Microsoft Office and Outlook for calendaring, communication, and basic reporting.
• Overall 2-4 years of experience in administrative or executive support roles.
• Ability to work 100% on-site, Monday through Friday, in a full-time schedule.

Additional Skills & Qualifications

• No degree is required; candidates from a variety of educational backgrounds are welcome.
• Previous experience supporting leaders in a large or complex organization is h