Executive Assistant

Talentify; Village of Westhampton Beach (NY); On-site; USD 70,000 - 80,000; Full time

Benefits offered by this job

Medical, dental & vision

401(k)

Life Insurance

Disability insurance

HSA

Transportation benefits

Employee Assistance Program

PTO / Vacation

Job summary

Aston Carter is seeking an Executive Assistant to provide high-level administrative and operational support to senior leadership in a small, onsite office. The role manages calendars, coordinates meetings, handles contracts and billing, and supports onboarding, permitting, and proposals.

The candidate will act as a professional point of contact for clients and partners while ensuring timely, confidential handling of documents.

Qualifications

• 3+ years in an Executive/Administrative role within a fast-paced office
• Proficiency with Microsoft Office Suite and Excel
• Experience handling contracts, billing, proposals, insurance docs and permitting processes
• Strong proofreading, grammar, and document formatting skills
• Organizational skills with attention to detail and ability to manage multiple priorities
• Excellent written and verbal communication and professional demeanor
• Ability to maintain confidentiality and exercise sound judgment

Responsibilities

• Manage executive calendars and meetings to optimize leadership time
• Prepare and organize contracts, insurance docs, and records in electronic and physical formats
• Support contract administration, including tracking and documentation
• Coordinate onboarding processes and training logistics for new hires
• Maintain records for subconsultants and external vendors with timely communications
• Assist in bids and proposals preparation and submission
• Track permit applications and coordinate with municipalities
• Utilize Excel to analyze project data and generate reports
• Provide professional client and partner communication and support leadership on tasks
• Proofread contracts, reports, proposals, and presentations for accuracy
• Maintain filing systems for easy retrieval and compliance
• Perform notary services as required
• Coordinate project administrative tasks and ad hoc assignments
• Monitor deadlines and follow up on requirements

Skills

Calendar management

Contract administration

Billing & invoicing

Notary services

Documentation management

Onboarding processes

Client communication

Microsoft Excel

Education

Notary Public certification preferred

Tools

Microsoft Excel

MS Office

Job description

Job Title: Executive AssistantJob Description

The Executive Assistant will provide comprehensive administrative and operational support to senior leadership in a small, fast-paced office environment. This role manages executive calendars, coordinates meetings, oversees documentation and records, and supports a wide range of business activities including contracts, billing, proposals, permitting, and employee onboarding. The Executive Assistant serves as a professional point of contact for clients and partners while ensuring that administrative processes run smoothly and deadlines are consistently met.

Responsibilities

• Manage executive calendars, coordinate meetings, and maintain scheduling priorities to ensure efficient use of leadership time.
• Prepare, maintain, and organize contracts, insurance documentation, and other business records in both electronic and physical formats.
• Support contract administration activities, including tracking, billing, and documentation management.
• Coordinate employee onboarding processes, including preparation of documentation and organization of training logistics.
• Manage relationships and documentation for subconsultants and external vendors, ensuring accurate records and timely communication.
• Assist in the preparation, formatting, proofreading, and submission of bids and proposals to meet business development and project requirements.
• Track permit applications and coordinate permitting requirements with municipalities and regulatory agencies.
• Utilize Microsoft Excel to create, maintain, and analyze spreadsheets, reports, and project data for operational and project support.
• Provide exceptional customer service and serve as a professional point of contact for clients, business partners, and internal stakeholders.
• Proofread correspondence, contracts, reports, proposals, and presentations to ensure accuracy, clarity, and professionalism.
• Maintain organized electronic and physical filing systems to support easy retrieval of records and compliance with documentation standards.
• Perform notary services as required for contracts and business-related documents, in accordance with applicable regulations.
• Coordinate project-related administrative tasks and support leadership with special projects and ad hoc assignments.
• Monitor deadlines and ensure timely completion of administrative and operational requirements, proactively following up as needed.

Essential Skills

• 3+ years of experience in an Executive Assistant, Administrative Assistant, Office Manager, or similar administrative support role.
• Proficiency in Microsoft Office Suite, particularly Excel, Outlook, Word, and PowerPoint.
• Experience working with contracts, billing, proposals, insurance documentation, and permitting processes.
• Strong proofreading skills with excellent grammar and document formatting abilities.
• Excellent organizational and time management skills with strong attention to detail.
• Ability to manage multiple priorities and work independently in a fast-paced environment.
• Outstanding written and verbal communication skills.
• Strong customer service and interpersonal skills.
• Professional demeanor with the ability to maintain confidentiality and exercise sound judgment.

Additional Skills & Qualifications

• Experience providing administrative support in a small office setting.
• Notary Public certification preferred or willingness to obtain certification.
• Comfort working with municipalities and regulatory agencies on permitting-related tasks.
• Ability to build and maintain positive working relationships with subconsultants and external vendors.
• Capability to support leadership with special projects and project-related administrative tasks.

Work Environment

This role is based in a small office environment with approximately three to four people on site, offering a close-knit and collaborative atmosphere. The position is primarily on-site five days per week, with some hybrid flexibility available if needed. Standard hours are 9:00 a.m. to 4:30 p.m., with openness to staying later based on workload and business needs. The work involves regular use of Microsoft Office tools and interaction with clients, partners, and regulatory agencies, requiring a professional presence and consistent, reliable support to leadership.

Job Type & Location

This is a Permanent position based out of Westhampton Beach, NY.

Pay and Benefits

The pay range for this position is $70000.00 - $80000.00/yr.

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 Westhampton Beach,NY.

Application Deadline

This position is anticipated to close on Oct 7, 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.