Executive Assistant

Job Description

Job Description

Job Title: Executive Assistant

Job Description

The Executive Assistant provides high-level administrative support to the CEO, and other senior leaders. This role manages complex calendars, coordinates domestic and international travel, prepares executive-level documents and presentations, and supports key meetings and events. The position requires exceptional organization, discretion, and communication skills to help the leadership team operate efficiently in a fast-paced, growing company.

Responsibilities

• Provide executive-level administrative support to CEO, and other senior leaders as assigned.
• Partner with the executive team to manage daily scheduling of appointments and meetings, adjusting plans as priorities and schedules change.
• Coordinate domestic and international travel arrangements, including flights, accommodations, ground transportation, and detailed itineraries.
• Manage executive calendars by scheduling and organizing meetings, conferences, and other events, ensuring appropriate preparation and follow-up.
• Collaborate with leaders, departments, and team members to support cross-functional initiatives and ensure smooth communication.
• Prepare agendas, reports, presentations, and other documents in Word, Excel, and PowerPoint in support of the executive leadership team.
• Prepare, track, and submit expense reports accurately and in a timely manner.
• Continuously refine and improve administrative processes to optimize daily operations for the C-suite team.
• Work closely with IT to resolve administrative technology and security issues affecting executives.
• Answer and respond to phone calls and email messages, and relay messages and information promptly and accurately to executives.
• Maintain and protect confidential and sensitive information at all times.
• Compose and prepare letters and routine correspondence for the President’s review, authorization, or signature.
• Assist with special projects and alternative duties as assigned, including providing support to other departments or executives as needed.
• Support occasional off-site meetings, events, or travel as required.

Essential Skills

• At least 5 years of experience providing administrative support to executives and/or C-suite leadership.
• Proven experience with calendar management, including complex scheduling and coordination.
• Demonstrated experience coordinating domestic and international travel and preparing detailed itineraries.
• Experience preparing and submitting expense reports.
• Strong organizational, time management, and multitasking skills with the ability to prioritize competing demands.
• Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Excellent written and verbal communication skills.
• Ability to handle confidential information with a high degree of discretion and professionalism.
• Ability to work independently and adapt effectively in a fast-paced environment.
• Strong customer service orientation and professional demeanor when interacting with internal and external stakeholders.
• Experience supporting executives with event coordination and logistics.

Additional Skills & Qualifications

• Experience providing executive support in a growing or dynamic organization.
• Ability to build strong working relationships with leaders, departments, and team members.
• Proactive approach to improving processes and anticipating executive needs.
• Comfort working closely with IT teams to address administrative technology and security needs.

Work Environment

This is an onsite role, Monday through Friday, from 8:00 a.m. to 5:00 p.m. The position supports a fast-growing company where priorities can shift quickly, requiring flexibility and responsiveness. You will work closely with senior leadership and cross-functional teams in a professional office environment that relies heavily on Microsoft Outlook, Word, Excel, and PowerPoint for daily operations, as well as standard office and communication technologies. Occasional off-site meetings, events, or travel may be required to support executive and team needs.

This is a Contract to Hire position based out of Fairfax, VA.

The pay range for this position is $100000.00 - $120000.00/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)

This is a fully onsite position in Fairfax,VA.

This position is anticipated to close on Jun 26, 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.