Executive Assistant

Executive Assistant Job Description This Executive Assistant role provides high-level administrative support to a senior leader, ensuring seamless management of their calendar, travel, and business expenses. The position requires a proactive professional who can coordinate complex schedules, collaborate closely with other executive support staff, and maintain a polished, welcoming presence in the executive suite. The ideal candidate brings strong organizational skills, sound judgment, and experience supporting C-suite executives in a fast-paced, professional environment. Responsibilities Manage the executive's calendar in Microsoft Outlook, including scheduling, rescheduling, and prioritizing meetings to optimize the executive's time. Coordinate all meeting logistics, including confirming speaking times, securing meeting locations or virtual links, and ensuring all required materials and information are prepared in advance. Arrange comprehensive travel logistics in partnership with the executive's travel agent, including flights, accommodations, ground transportation, and any related itineraries. Process and manage the executive's business expenses using Workday, ensuring accuracy, timeliness, and compliance with internal policies. Calendar all meeting requests via Outlook, ensuring invitations include accurate details, participants, and any required attachments. Partner closely with the Executive Administrative Assistant to the CEO to welcome and direct visitors as they enter the executive suite, ensuring a professional and courteous experience. Provide general administrative support such as documentation management, organizing files, and maintaining orderly records and office systems. Support coordination of leadership meetings, conferences, and seminars by aligning schedules, preparing agendas, and assisting with logistical arrangements as needed. Communicate professionally with internal and external stakeholders, including executives, staff, and partners, to facilitate smooth operations and timely information flow. Demonstrate discretion and confidentiality in handling sensitive information and executive-level communications. Essential Skills 3-5 years of experience supporting C-suite executives as an Executive Assistant or in a similar executive administrative role. Proven experience with calendar management, including scheduling and prioritizing meetings for senior leaders. Demonstrated experience arranging complex travel logistics for executives. Strong executive administrative skills, including scheduling, calendaring, office management, and documentation management. Proficiency with Microsoft Outlook and the broader Microsoft suite of products. Ability to manage business expenses and related processes, with familiarity using systems such as Workday considered a plus. Excellent organizational skills with strong attention to detail and the ability to manage multiple priorities. Strong written and verbal communication skills, with a professional and polished demeanor. Ability to work independently, exercise sound judgment, and handle confidential information with discretion. Additional Skills & Qualifications Experience with Workday, particularly for expense management or administrative workflows, is a plus. Prior experience in environments that coordinate conferences, seminars, or leadership training is beneficial. Familiarity with advocacy, communications, or government relations environments is advantageous. Experience supporting organizations that conduct research, education, or technical initiatives is helpful. Comfort working in a member-focused or service-oriented organization. Demonstrated ability to collaborate effectively with other executive support staff and cross-functional teams. Work Environment This is a full-time, in-office position with no hybrid option. The standard workday is 8 hours, with typical hours between 7:30 a.m. and 5:00 p.m., offering some flexibility within that window. The role is based in an executive suite environment where professionalism, confidentiality, and a polished presence are essential. The position involves extensive use of Microsoft Outlook and other Microsoft applications, as well as business systems such as Workday for expense management. The organization provides a professional office setting that supports leadership, training, conferences, advocacy, research, and member-focused services, offering opportunities to interact with a wide range of internal and external stakeholders. Kaitland Clawson

APPLY HERE & BOOK TIME IN MY CALENDAR

Link:

https://talentassistant.astoncarter.com/assistant/bookings/ksjok6gb

LinkedIn:

https://www.linkedin.com/in/kaitland-clawson-552605154/ Job Type & Location This is a Permanent position based out of Arlington, VA. Pay and Benefits The pay range for this position is $115000.00 - $139000.00/yr. DP employee- full benefits from the beginning Workplace Type This is a fully onsite position in Arlington,VA. Application Deadline This position is anticipated to close on May 25, 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 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. 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.

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.