Executive Assistant

Job Description

Job Description

Job Title: Executive Assistant

Job Description

The Executive Assistant provides comprehensive administrative support to executive leadership by managing complex calendars, coordinating meetings and events, handling communications, and arranging travel and expense reporting. This role maintains organized records and documentation, prepares meeting materials and agendas, and supports conferences, tradeshows, and special events. The Executive Assistant serves as a trusted partner to leadership, ensuring efficient day-to-day operations while consistently demonstrating confidentiality, professionalism, and meticulous attention to detail.

Responsibilities

• Manage complex executive calendars, including scheduling, rescheduling, and prioritizing meetings and appointments.
• Coordinate meetings and events, including preparing agendas, assembling materials, and ensuring all logistics are in place.
• Handle internal and external communications on behalf of executive leadership with professionalism and discretion.
• Arrange domestic and international travel, including transportation, lodging, and itineraries, and manage related expense reporting.
• Maintain organized records, files, and documentation to support efficient executive and departmental operations.
• Create purchase requisitions and procure department materials through IFS in alignment with company procedures.
• Support the planning and execution of conferences, tradeshows, and special events, including coordination of logistics and materials.
• Provide comprehensive executive support to C-suite leadership across all administrative areas as needed.
• Prepare, format, and edit documents, presentations, and reports using Microsoft Office Suite.
• Monitor and manage competing priorities, ensuring deadlines are met and leadership is informed of critical issues.
• Handle sensitive information with a high level of confidentiality, discretion, and ethical standards.
• Work independently as a self-starter, proactively identifying needs and resolving issues before they escalate.
• Adapt to changing priorities and work demands while maintaining a high level of professionalism and service.

Essential Skills

• Bachelors degree in business, business administration, or a related field, or 5+ years of experience in a related executive administrative role is preferred.
• Demonstrated experience supporting C-suite or executive leadership in all administrative areas.
• Exceptional organizational and time-management skills with the ability to manage complex calendars and multiple priorities.
• Strong written and verbal communication skills for clear, professional interaction with stakeholders at all levels.
• Proficiency in Microsoft Office Suite, including Outlook and other core applications.
• Proven ability to handle multiple tasks simultaneously while maintaining attention to detail and a high level of professionalism.
• Ability to exercise discretion and uphold ethical standards when handling confidential information.
• Strong problem-solving skills and the ability to work independently as a self-starter.
• Flexibility and adaptability to changing priorities and work demands.

Additional Skills & Qualifications

• Experience with IFS for purchase requisitions and procurement is preferred.
• Experience with Concur for travel and expense management is preferred.
• Experience with Salesforce or similar CRM platforms is preferred.
• Experience coordinating conferences, tradeshows, and special events is beneficial.
• Prior experience in an international business environment is an advantage.

Work Environment

This is an in-office role, Monday through Friday, during regular business hours. The position is based in an international, professional office setting that is dog-friendly, offering a collaborative environment where executive support functions are central to daily operations.

Job Type & Location

This is a Contract position based out of Saint Charles, MO.

Pay and Benefits

The pay range for this position is $43.00 - $45.00/hr.

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)

Job Type & Location

This is a Contract position based out of Saint Charles, MO.

Application Deadline

This position is anticipated to close on Oct 26, 2026.

Workplace Type

This is a fully onsite position in Saint Charles,MO.

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 View email address on us.fitly.work 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.