Executive Assistant

Job Description

Job Description

Job Title: Executive Assistant Job Description

We are seeking a proactive and experienced Executive Assistant to provide high-level administrative and operational support to the CEO and executive team. This role is pivotal in managing complex priorities, coordinating meetings and travel, and ensuring commitments are tracked through to completion. You will act as a trusted liaison with board members, leaders, employees, candidates, vendors, and external stakeholders, exercising sound judgment and discretion in a fast-paced environment.

• Own and strategically manage complex calendars for the CEO and supported executives, prioritizing appointments and protecting time for high-value activities.
• Anticipate scheduling conflicts, travel time, missing information, room or technology needs, and other potential issues; resolve concerns proactively.
• Conduct regular planning and maximization meetings with executives to align priorities and follow-up needs.
• Identify opportunities to improve executive effectiveness, administrative processes, and team coordination.
• Strategically plan and coordinate internal and external meetings, including executive, board, and shareholder sessions.
• Prepare agendas, materials, and logistics for meetings; communicate clear instructions to participants.
• Arrange travel, accommodations, and itineraries for executives and guests, anticipating changes.
• Capture and distribute meeting notes, organize documents, and track action items through completion.
• Serve as a trusted point of contact between the CEO, executive team, board members, employees, and external stakeholders.
• Draft and coordinate professional correspondence, presentations, and other executive communications.
• Facilitate timely information flow and seek input from leaders and departments.
• Receive and support visitors, creating a professional and welcoming experience.
• Handle confidential business, employee, and executive information with discretion.
• Produce and maintain accurate reports, presentations, and related documents.
• Organize and maintain files, records, and executive-team documents.
• Complete expense reports and manage invoices and credit card expenses.
• Manage select vendor relationships and related administrative processes.
• Support executive recruiting coordination and candidate communications.
• Coordinate employee touches, care packages, recognition items, and company merchandise.
• Perform research and special projects, compile information, and recommend solutions.
• Pursue ongoing professional development and seek best practices.

• Minimum of 5 years experience providing high-level administrative support to a CEO or senior executive team.
• Proven ability to manage multiple priorities and exercise independent judgment.
• Exceptional written, verbal, and interpersonal communication skills.
• Advanced proficiency with Microsoft 365, including Outlook, Word, Excel, PowerPoint, and Teams.
• Strong attention to detail, problem-solving skills, and business acumen.
• Ability to maintain strict confidentiality and handle sensitive matters with professionalism.
• Flexibility to support occasional early, evening, or travel-related needs.

• Experience with administration and executive administrative support.
• Proficiency in calendaring and travel coordination.
• Familiarity with Concur and other administrative support tools.

The work environment involves supporting multiple C-suite executives in a large company with growth opportunities. The role offers job stability and requires flexibility to accommodate occasional early, evening, or travel-related needs. The company culture values ongoing professional development and adherence to core values.

This is a Contract to Hire position based out of Watertown, WI.

The pay range for this position is $27.00 - $38.00/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)

This is a fully onsite position in Watertown,WI.

This position is anticipated to close on Oct 16, 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.