Executive Assistant

Talentify; Aurora (IL); On-site; USD 34,000 - 41,000; Full time

Benefits offered by this job

Medical, dental, vision

401(k)

Paid time off

Job summary

Aston Carter is seeking a highly organized Executive Assistant to support Program Management and daily office operations in Aurora, IL. This on-site role suits an administrative professional who thrives in a fast-paced environment, coordinates meetings, prepares reports, and helps maintain a professional office.

You will manage calendars, host meetings, process purchases, and support multiple locations. The position is on-site with standard hours and frequent collaboration with cross-functional

Qualifications

• Minimum 2 years of executive support in a professional office.
• Experience managing calendars and administrative workflows.
• Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Experience creating reports and presentations.
• Strong organizational skills with ability to prioritize deadlines.

Responsibilities

• Provide administrative support to Program Management and leaders.
• Coordinate, schedule, and host meetings and events.
• Manage calendars and scheduling for assigned personnel.
• Prepare and distribute reports and presentations.
• Support monthly program reviews with status updates and materials.
• Create PowerPoint presentations and reporting documents.
• Process office purchases and supply orders.
• Assist front desk with visitor support and calls.
• Maintain accurate departmental data and records.

Skills

Executive support

Calendar management

MS Office

Reporting

Organization

Education

Bachelor's degree

Tools

Concur

Confluence

PowerPoint

Job description

We are seeking a highly organized, professional, and detail-oriented Executive Assistant to support Program Management and daily office operations. This role is ideal for an administrative professional who thrives in a fast‑paced environment, enjoys balancing multiple priorities, and takes pride in keeping teams organized and running efficiently.

As a key member of the team, you will provide administrative support to Program Managers, coordinate meetings and events, manage office activities, prepare reports and presentations, and help maintain a professional and welcoming office environment.

Responsibilities

• Provide administrative support to Program Management and other leaders as needed.
• Coordinate, schedule, and host internal and external meetings, including reserving conference rooms and arranging meeting logistics.
• Manage calendars and scheduling activities for assigned personnel.
• Prepare, update, and distribute reports, presentations, and other business documents.
• Support monthly program reviews by gathering information, tracking status updates, and preparing presentation materials.
• Create and maintain PowerPoint presentations and other management reporting documents.
• Process office and departmental purchases and coordinate supply orders.
• Place orders for parts and track purchase requests as required.
• Assist the front desk receptionist with visitor support, phone coverage, and administrative tasks when needed.
• Support managers at multiple locations with various administrative and coordination activities.
• Enter, maintain, and organize departmental data and records with a high degree of accuracy.
• Maintain a clean, organized, and professional office environment.
• Collaborate effectively with cross-functional teams and contribute to a positive workplace culture.

Required Qualifications

• Minimum of 2 years of recent executive support experience in a professional office environment (ideally within manufacturing, engineering, aerospace, defense, or industrial environment).
• Strong experience managing calendars, meetings, and administrative workflows.
• Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Experience creating reports, presentations, and business correspondence.
• Strong organizational skills with the ability to prioritize multiple tasks and deadlines.

Preferred Qualifications

• Bachelor's degree preferred.
• Experience using Concur for expense management and purchasing activities.
• Experience using Confluence or similar document collaboration and knowledge-sharing platforms.
• Experience supporting program management, project management, or operations teams.

Hours:

Will be on-site 5 days a week.

Hours are Monday through Friday, 7am to 4pm OR 8am to 5pm, with a 7am start time preferred to support the East Coast.

Everyone is off every other Friday.

Will work 9 hours a day, including lunchtime, for one week at 45 hours.

Job Type & Location

This is a Permanent position based out of Aurora, IL.

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 Aurora, IL.

Application Deadline

This position is anticipated to close on Aug 26, 2026.

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 [e-mail] 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.