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Job Title: Executive Assistant

Job Description

Support our team using a wide range of professional skills, including scheduling meetings and appointments, coordinating office needs, welcoming visitors, and providing general administrative support. We seek a highly organized, personable, and detail-oriented individual to support our company operations and teams.

Responsibilities

Provide administrative support to assigned staff for confidential and time-sensitive material.
Prepare meeting agendas for assigned staff, assist with meeting set-up/clean-up, including ordering lunch, and take minutes as required.
Schedule and organize activities such as meetings, travel, conferences, and interviews.
Answer phones, distribute mail, and process expense reimbursements for assigned staff.
Perform desktop publishing activities of both routine and advanced nature for reports, correspondence, and presentations under minimal supervision.
Support other teams, such as Marketing, with various administrative tasks as needed.
Provide back-up coverage for reception on a regular basis.
Demonstrate professionalism by consistently maintaining a positive and collaborative attitude with all staff, visitors, and clients.
Perform work in a manner that demonstrates an awareness of and an appreciation for the firm's cultural values, including a commitment to quality, innovation, learning, and growth.

Essential Skills

Calendar management
Administrative support
Microsoft Office, with strong proficiency in Outlook and Excel
Strong written and verbal English skills
Expense reimbursement
Executive support
High level of professionalism in presentation

Additional Skills & Qualifications

High school education required; college level preferred.
Experience in MS Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams.
Knowledge of Adobe software, including InDesign and Illustrator, to create and edit graphic materials and presentations preferred.
Strong interpersonal skills with the ability to interact with all levels of staff.
Ability to maintain a high degree of confidentiality and adhere to business ethics.
Clear, concise, and professional communication skills, both verbally and in writing.
Proactive problem-solving skills and the ability to collaborate on innovative solutions.
Ability to work effectively in a team environment.
Ability to prioritize tasks to meet multiple deadlines and respond to changes at short notice.
Ability to work on multiple projects simultaneously.
Ability to effectively meet deadlines with expected quality.

Work Environment

This position is onsite, Monday to Friday, from 8:30 AM to 5:30 PM.

Pay and Benefits

The pay range for this position is $26.00 - $30.00/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 Coral Gables,FL.

Application Deadline

This position is anticipated to close on Apr 10, 2025.

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.

Diversity, Equity & Inclusion

At Aston Carter, diversity and inclusion are a bridge towards the equity and success of our people. DE&I are embedded into our culture through:

Hiring diverse talent
Maintaining an inclusive environment through persistent self-reflection
Building a culture of care, engagement, and recognition with clear outcomes
Ensuring growth opportunities for our people

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 astoncarteraccommodation@astoncarter.com for other accommodation options.

Average salary estimate

$58220 / YEARLY (est.)

min

max

$54040K

$62400K

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What You Should Know About Executive Assistant, Aston Carter

At Aston Carter in Coral Gables, Florida, we're looking for an exceptional Executive Assistant to join our dynamic team. If you're someone who thrives in a fast-paced environment and loves being the backbone that keeps the office running smoothly, this might just be the perfect role for you! As an Executive Assistant, you'll support various staff members with everything from scheduling important meetings and coordinating travel to preparing agendas and taking meticulous meeting minutes. Your contributions will be invaluable in ensuring our operations function without a hitch. We're after someone who is highly organized, detail-oriented, and possesses strong communication skills. You'll need to juggle tasks like answering phones, managing calendars, and even providing creative desktop publishing support. Proficiency with Microsoft Office Suite is a must, especially Outlook and Excel, while knowledge of Adobe software would be a cherry on top. You’ll be a key player in our office culture, demonstrating professionalism and teamwork. If you're keen to jump in and support activities around the office, including helping out teams like marketing when needed, while also being the first face visitors see, then you could be a fantastic fit here. So, if you have the proactive problem-solving skills and can effectively manage multiple priorities in a lively environment, we’d love to hear from you! Join us and help bring our corporate world to life.

Frequently Asked Questions (FAQs) for Executive Assistant Role at Aston Carter

What are the primary responsibilities of an Executive Assistant at Aston Carter?

As an Executive Assistant at Aston Carter, you will take on diverse responsibilities, including providing administrative support to staff for confidentiality and time-sensitive materials, scheduling and organizing meetings and travel, preparing meeting agendas, and managing office needs. You will also assist in handling calls, distributing mail, and processing expense reimbursements. Your role is crucial to ensuring an efficient and cohesive work environment.