Executive Assistant

Talentify; Saint Charles (MO); On-site; USD 48,000 - 66,000; Full time

Benefits offered by this job

Medical, dental & vision

401(k)

Life Insurance

Short and long-term disability

Health Spending Account (HSA)

Transportation benefits

Employee Assistance Program

Paid time off

Job summary

Aston Carter is seeking an expert-level Executive Assistant to support an executive in Saint Charles, MO. This onsite contract-to-hire role involves calendar management, travel coordination, and handling communications with high professionalism.

Responsibilities include expense processing via Concur, document management, meeting planning, and maintaining confidentiality. Flexible, independent work style is essential for success in this position.

Qualifications

• Bachelor's degree or 5+ years related experience preferred.
• Exceptional organizational and time-management skills.
• Strong written and verbal communication skills.
• Proficiency with Microsoft Office Suite.
• Ability to multitask with attention to detail.
• High level of professionalism and discretion.
• Strong problem-solving skills and independence.
• Flexibility to changing priorities.

Responsibilities

• Provide high-level calendar management for an Executive.
• Manage communications via email, calls, and correspondence.
• Coordinate travel arrangements and expense reporting (Concur).
• Handle administrative tasks and documentation processes (IFS).
• Plan meetings, events, and minutes as needed.
• Maintain confidentiality and discretion in sensitive matters.
• Monitor expenses and ensure budget adherence.

Skills

Outlook

Microsoft Office

Calendar management

Education

Bachelor's degree in business/business administration

5+ years related experience

Tools

IFS

Concur

Salesforce

Job description

Description

• Calendar Management: Efficiently manage and maintain the Executive’s schedule, ensuring timely reminders and coordination of appointments, meetings, and conferences.
• Communication: Handle and prioritize incoming and outgoing communications, including emails, phone calls, and written correspondence, in a professional and timely manner.
• Travel Arrangements: Make travel arrangements, including flight bookings, accommodations, and itinerary planning, to ensure seamless travel experiences for the Executive; as well as submit Concur expense reports on behalf of the Executive.
• IFS Administration: Creates Purchase Requisitions, as well purchase materials needed for their assigned department when applicable.
• Documentation and Filing: Organize and maintain records, documents, and files, both electronic and physical, ensuring easy retrieval when necessary.
• Event Planning/Meeting Coordination: Arrange and coordinate meetings, conferences, tradeshows and events; including preparing materials, setting up venues, creating agendas and taking minutes when required.
• Confidentiality: Maintain the highest level of confidentiality and discretion when handling sensitive information and documents.
• Expense Management: Monitor and manage expense reports, ensuring accuracy and adherence to the budget, as well as maintain personal expenses to be submitted to the finance team per the deadline requirements.

Skills

Outlook, Microsoft office, Calendar management

Top Skills Details

Outlook,Microsoft office,Calendar management

Additional Skills & Qualifications

• Bachelor's degree in business/business administration, or 5+ years of experience in related field is preferred.
• Exceptional organizational and time-management skills.
• Strong written and verbal communication skills.
• Proficiency in office software, including Microsoft Office Suite.
• Ability to handle multiple tasks simultaneously while maintaining attention to detail.
• High level of professionalism, discretion, and ethical standards.
• Strong problem-solving skills, self-starter and the ability to work independently.
• Flexibility and adaptability to changing priorities and work demands.
• IFS, Concur and Salesforce experience preferred.

Experience Level

Expert Level

Job Type & Location

This is a Contract to Hire position based out of Saint Charles, MO.

Pay and Benefits

The pay range for this position is $35.00 - $48.00/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.

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 Saint Charles,MO.

Application Deadline

This position is anticipated to close on Sep 11, 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 [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.