Executive Administrative Assistant

Description

We are seeking an experienced Executive Administrative Assistant to provide high-level support to an Executive Vice President and their broader team, including Corporate and Business Development functions. This role serves as a trusted partner responsible for managing complex schedules, coordinating travel, handling sensitive information, and supporting executive operations. The ideal candidate is highly organized, proactive, able to make sound decisions independently, and comfortable operating in a fast-paced environment where confidentiality and discretion are critical.

This position follows a hybrid work arrangement and is expected to be in the office when the executive leader is onsite. Day To Day:
Executive Support Manage complex executive calendars, meetings, and scheduling priorities. Coordinate domestic and international travel arrangements, including multi-time-zone scheduling and itinerary management. Prepare meeting agendas, presentations, reports, correspondence, and other executive communications. Screen and prioritize incoming communications, requests, and meeting invitations. Support executive decision-making by gathering information, conducting research, and organizing critical business materials. Handle confidential and highly sensitive information with the utmost professionalism and discretion.

Team & Operational Support Provide administrative support to an executive leadership team of up to 10 individuals across Corporate and Business Development functions. Coordinate team meetings, leadership meetings, and special projects. Manage expense reporting and reimbursement processes through Concur. Assist with office operations, record management, document filing, and supply coordination. Prepare reports, spreadsheets, financial documents, presentations, and other business materials as needed.

Support internal communications and cross-functional coordination efforts. Business Partnership & Judgment Act as a trusted extension of the executive, exercising strong judgment and decision-making without requiring extensive direction. Anticipate needs, identify scheduling conflicts, and proactively resolve issues. Maintain strict confidentiality regarding executive activities, travel schedules, business initiatives, and external partnership discussions. Ensure executive calendar details, travel plans, and sensitive business activities are shared only on a need-to-know basis.

Skills

calendar management, microsoft office, administration, concur, executive support, executive administrative support, travel management

Top Skills Details

calendar management,microsoft office,administration,concur

Additional

Skills & Qualifications

Required Qualifications
- High school diploma or GED required.

- 5-7 years of administrative support experience, preferably supporting senior executives or executive leadership.

- Strong proficiency with:
Microsoft Outlook, Excel and Word, Power BI, and Concur
- Experience coordinating domestic and international travel.

- Ability to manage multiple priorities simultaneously in a fast-paced environment.

- Strong organizational and time-management skills.

- Demonstrated ability to handle confidential information with professionalism and integrity.

Preferred Qualifications
- Experience supporting Executive Vice Presidents, C-suite leaders, or senior executive teams.

- Experience supporting Corporate, Business Development, Strategy, or Executive Leadership functions.

- Prior experience coordinating across multiple stakeholders and departments.

- Experience working with sensitive business information, executive communications, and confidential projects.

Experience Level

Expert Level

Job Type & Location

This is a Contract position based out of Saint Paul, MN.

Pay and Benefits

The pay range for this position is $35.00 - $46.00/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 hybrid position in Saint Paul,MN.

Final date to receive applications

This position is anticipated to close on Jul 2, 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…