Remote Admin Coordinator: Calendar & Travel Maestro

Aston Carter; United States; Remote; USD 23,000 - 32,000; Full time

Benefits offered by this job

Medical, dental & vision

401(k) Retirement Plan

PTO / Time Off

Job summary

Aston Carter is seeking an Admin Coordinator for a fully remote position, supporting multiple leaders across time zones by managing calendars, coordinating domestic and international travel, and handling expense reporting. The role emphasizes strong communication, organizational skills, and proficiency with the Microsoft Office suite.

You will lead administrative projects, prepare materials, and track budgets and timelines while collaborating with vendors and stakeholders in a dynamic, remote

Qualifications

• Minimum education: High school diploma or GED.
• Experience supporting multiple individuals in a corporate or similar environment.
• Experience coordinating and tracking complex calendars and schedules.
• Experience working with budget tracking, databases, and project timelines.
• Ability to compile, format, and distribute documents for formal submissions.
• Experience taking and transcribing meeting minutes and distributing them to stakeholders.
• Demonstrated ability to interact effectively with vendors and various levels of management.
• Interest in gaining unique industry experience and expanding professional networks.
• Comfort working in a fully remote environment and flexing to business time zones outside of one's own when needed.

Responsibilities

• Manage multiple and complex calendars for several individuals, including scheduling and rescheduling meetings across different time zones.
• Coordinate domestic and international travel arrangements, including flights, accommodations, ground transportation, and related logistics.
• Prepare, process, and track expense reports in a timely and accurate manner.
• Provide complex administrative support to leadership, including assisting with coordination of management activities such as focal reviews, goals, and department or staff objectives.
• Independently coordinate calendared meetings, including recurring and ad hoc meetings, ensuring all stakeholders receive timely invitations and updates.
• Plan and coordinate complex onsite and offsite meetings, including logistics, materials, agendas, and follow‑up actions.
• Lead and support administrative projects, providing regular status and activity reports to management.
• Assist staff members with compiling documents for submissions, including formatting, organizing, and distributing submission materials.
• Take, transcribe, and distribute meeting minutes, ensuring accuracy and timely circulation to all relevant parties.
• Track projects and related elements such as budgets, databases, and timelines, helping ensure milestones and deadlines are met.
• Recognize shifting priorities for the staff you support and reorganize schedules, tasks, and activities accordingly.
• Identify potential issues proactively, track action items, and provide ongoing communication to the team to help keep projects on track.
• Look for areas of continuous improvement in administrative processes and propose or implement enhancements.
• Use multiple computer systems and tools to manage information, schedules, and documentation efficiently.
• Interact professionally with outside vendors and various levels of internal management, serving as a reliable point of contact and coordinator.

Skills

Calendar management

Travel coordination

Expense reporting

Microsoft Office

Communication

Time management

Attention to detail

Remote work

Multi-tasking

Vendor coordination

Education

High school diploma or GED

Associate degree + 2 years experience

2 years in technical school setting

Tools

Microsoft Office

Job description

Aston Carter is seeking an Admin Coordinator for a fully remote position, supporting multiple leaders across time zones by managing calendars, coordinating domestic and international travel, and handling expense reporting. The role emphasizes strong communication, organizational skills, and proficiency with the Microsoft Office suite.

You will lead administrative projects, prepare materials, and track budgets and timelines while collaborating with vendors and stakeholders in a dynamic, remote