Executive Assistant & Operations Coordinator

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

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.