Executive Assistant

Job Description

Job Description

Job Title: Executive Assistant

Job Description

The Executive Assistant provides high-level administrative support to the Executive Office under the direction of the Executive Assistant, ensuring smooth day-to-day operations and effective support of organizational leadership. This role manages a broad range of administrative tasks, coordinates meetings and events, and serves as a key point of contact for internal and external stakeholders. The position offers a clear growth path, with the intent to transition into the Executive Assistant role upon that individual’s retirement.

Responsibilities

• Provide comprehensive administrative support to the Executive Office under the direction of the Executive Assistant, ensuring efficient daily operations.
• Support the Executive Secretary by completing a wide range of administrative tasks that enable effective leadership of the organization.
• Answer, assist, and triage incoming phone calls and emails, including managing a shared email inbox for the Executive Office.
• Assist with special projects as assigned, ensuring timely and accurate completion.
• Design and produce professional PowerPoint presentations and other presentation materials as needed.
• Compose, prepare, and format correspondence, documents, and reports with a high level of accuracy and professionalism.
• Arrange and manage travel logistics for the Executive Secretary and other designated leaders, including itineraries and related documentation.
• Plan, schedule, and coordinate meetings and events, including setting up appointments, managing calendars, and ensuring all logistics are in place.
• Compile, organize, and distribute meeting and presentation materials in advance of meetings and events.
• Coordinate and assist with catering arrangements for meetings and events, including set up and clean up.
• Provide event and meeting support, including welcoming and hosting guests and ensuring a high level of hospitality.
• Build and maintain strong, professional relationships with internal stakeholders and external partners.
• Prepare and send notifications to trustees, leadership, local entities, chapters, and employers as appropriate.
• Periodically provide safe and timely transportation for internal and external guests traveling to and from area airports and terminals, in accordance with organizational policies and driving requirements.
• Learn all essential functions of the Executive Assistant role to provide effective backup support and prepare for potential future transition into that position.
• Record and maintain accurate meeting minutes when required, ensuring clear documentation and timely distribution.
• Support calendar management for the Executive Secretary, including screening and prioritizing meeting requests and invitations.
• Assist with event coordination using relevant tools and systems, such as travel and expense platforms.
• Troubleshoot assigned issues by gathering evidence, investigating relevant information with participants, vendors, and internal departments, and collaborating to resolve problems.
• Respond promptly to operations leaders and stakeholders to facilitate informed decision-making and maintain smooth business operations.
• Manage multiple complex tasks and issues simultaneously while maintaining a flexible, positive, and cooperative demeanor.
• Perform other general administrative duties as assigned to support the needs of the Executive Office.

Essential Skills

• At least 3+ years of executive administrative experience, ideally supporting C-Suite executives.
• Strong proficiency in Microsoft Office Suite, including Word, Outlook, Excel, PowerPoint, Teams, and OneNote.
• Demonstrated experience with calendar management
• Experience coordinating meetings and events, including logistics and materials preparation.
• Ability to screen calls and inquiries for the Executive Office and handle sensitive information with discretion.
• Clean driving record, with the ability to provide occasional transportation for guests as needed, subject to driving record verification after a conditional offer.

Work Environment

The role begins as a 100% onsite position, with an in-office assignment required for approximately the first six months and until conversion to permanent status. After conversion, the position transitions to an alternating hybrid schedule. Core working hours are 8:00 a.m. to 5:00 p.m., with occasional flexibility for an 8:30 a.m. start.

This is a Contract to Hire position based out of Rockville, MD.

The pay range for this position is $24.04 - $34.62/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)

This is a fully onsite position in Rockville,MD.

This position is anticipated to close on Jul 14, 2026.

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 View email address on ziprecruiter.com 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.