Executive Administrator

Job Title: Executive AdministratorJob Description

The Executive Administrator serves as a true executive partner to the Executive Leadership team, acting as an extension of the CEO, CHRO, CFO, and VP of Sales & Marketing. This role goes beyond traditional administrative support by anticipating needs, managing competing priorities, and enabling executives to focus on high-impact decisions in a fast-paced, high-trust environment. The position requires strong judgment, exceptional organizational skills, and the ability to operate independently with minimal direction while supporting complex calendars, travel, meetings, and follow-through on key initiatives.

Responsibilities

• Act as a strategic partner to the Executive Leadership team, supporting the CEO, CHRO, CFO, and VP of Sales & Marketing in day-to-day operations and long-term priorities.

• Independently plan, book, and manage all executive travel directly with carriers, including flights, accommodations, ground transportation, and related logistics without travel agency support.

• Manage full travel itineraries, handle schedule adjustments, and respond in real time to travel disruptions to minimize impact on executive schedules.

• Own and optimize four executive calendars across multiple time zones, ensuring meetings are prioritized according to business objectives and strategic importance.

• Proactively identify and resolve calendar conflicts, adjust schedules as priorities shift, and maintain alignment with organizational goals.

• Oversee daily logistics for executives, including scheduling flow, meeting coordination, and on-site support to ensure seamless execution of daily activities.

• Coordinate and schedule internal and external meetings, including executive and Board sessions, ensuring all participants have the necessary information and access.

• Ensure executives are fully prepared for all meetings by organizing agendas, assembling and distributing materials, and providing relevant context and background information.

• Attend executive and Board meetings as needed to take accurate, well-structured notes and document key decisions, action items, and follow-ups.

• Track and manage action items and key deliverables from meetings, ensuring timely follow-through and accountability across stakeholders.

• Serve as a power user of Microsoft 365, especially Outlook and Teams, to drive efficient communication, scheduling, and coordination across the organization.

• Prepare, update, and support presentation materials, including PowerPoint decks, as needed for executive and Board meetings.

• Manage expense reports and related documentation for executives, ensuring accuracy, timeliness, and adherence to company policies.

• Schedule appointments and maintain organized records of meetings, commitments, and deadlines for multiple executives.

• Order meals and coordinate catering for meetings and on-site events when needed, ensuring timely delivery and appropriate arrangements.

• Handle sensitive and confidential information with a high degree of discretion and professionalism.

• Operate effectively in situations with limited guidance, using sound judgment to make decisions and escalate issues when appropriate.

• Adapt to evolving priorities and responsibilities, taking on additional tasks and projects as assigned to support the Executive Leadership team.

Essential Skills

• Minimum of 3 years of experience as an executive administrator or in a comparable executive support role.

• Proven experience supporting multiple executives, with a strong preference for candidates who have supported 3 or more principals simultaneously.

• Advanced proficiency in Microsoft Outlook, including complex calendar management across multiple time zones.

• Advanced proficiency in Microsoft Teams for communication, collaboration, and meeting coordination.

• Demonstrated expertise in planning and managing complex travel independently, including flights and related logistics.

• Strong scheduling and appointment-setting skills, with the ability to manage and prioritize multiple demands.

• Proficiency in preparing and supporting PowerPoint presentations for executive-level meetings.

• Experience managing expenses, including tracking, reporting, and reconciling executive expense activities.

• Exceptional written and verbal communication skills, with the ability to communicate clearly and professionally with internal and external stakeholders.

• Proven ability to handle sensitive and confidential information with discretion and sound judgment.

• Strong organizational skills and attention to detail, with the ability to manage multiple tasks and deadlines in a fast-paced environment.

• Ability to operate effectively in ambiguous situations while maintaining alignment with executive and organizational priorities.

Additional Skills & Qualifications

• Bachelor’s degree preferred.

• Experience providing direct support to C-suite or senior executives.

• Comfort working with Board-level materials, meetings, and follow-up activities.

• Ability to build strong, trust-based relationships with executives and colleagues.

• Demonstrated initiative and resourcefulness in anticipating needs and solving problems before they arise.

• Flexibility to adapt to changing schedules, priorities, and travel demands.

• Strong time management skills and the ability to work independently with minimal supervision.

• Interest in long-term engagement, including potential for contract-to-hire or direct-hire opportunities, depending on business needs.

Work Environment

This role is fully onsite and supports executives who travel into the Wichita area on a weekly basis. The Executive Leadership team members are primarily based outside of Wichita and frequently travel to the local office, creating a dynamic environment with regular in-person executive presence. The position involves close, day-to-day interaction with C-suite leaders and requires comfort working in a fast-paced, high-trust setting with shifting priorities and time-sensitive demands. The workday centers around in-office collaboration, real-time coordination of travel and schedules, and active use of Microsoft 365 tools such as Outlook and Teams to manage communication and operations. The environment emphasizes professionalism, confidentiality, and reliability, with an expectation of polished, executive-level support.

Job Type & Location

This is a Contract to Hire position based out of Wichita, KS.

Pay and Benefits

The pay range for this position is $28.00 - $35.00/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)

Workplace Type

This is a fully onsite position in Wichita,KS.

Application Deadline

This position is anticipated to close on Jun 5, 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® double diamond 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 click.appcast.io (%View email address on click.appcast.io) 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.