Executive Assistant | Onsite in Washington, DC | Pay: 60k/yr | 12-Month Contract Job Description The Executive Assistant will be a core part of the founding team during the institution-building phase of the school. This role involves working in a fast-paced, highly visible office, serving as the primary day-to-day support to the leadership team, including the Director and Chief of Staff. The candidate must be highly proactive, demonstrate the ability to work independently, prioritize effectively, and take initiative in anticipating the needs of the leadership team. The role requires a commitment to responsiveness, customer service, excellence, attention to detail, accuracy, and teamwork. The Executive Assistant will handle highly sensitive, privileged, and confidential matters with discretion and considered judgment. Responsibilities + Maintain and coordinate the Director's calendar, ensuring all necessary materials are prepared and reviewed in advance for meetings. + Coordinate high-level meetings with various constituencies and prepare, distribute, and organize meeting materials and agendas. + Record and track agenda items for meetings with the President, Director, and senior leadership. + Maintain effective and proactive communication with university leadership, advisory or board members, faculty, staff, and students. + Organize supporting materials for meetings in OneDrive or other e-tools. + Anticipate and resolve future schedule conflicts in a timely manner. + Support the scheduling of critical meetings for the Chief of Staff. + Prepare the Director and Chief of Staff for a wide range of meetings and presentations, ensuring briefing materials are prepared appropriately and on time. + Coordinate administrative committees, including scheduling, invitations, reminders, meeting logistics, and maintaining attendance lists, committee rosters, and contact sheets. + Serve as the primary individual for greeting visitors, answering phone calls, and representing the office in a highly professional manner. + Provide assistance to visitors and key stakeholders, ensuring a warm and welcoming office environment. + Manage the Director's Office email and other correspondence, prioritizing items requiring immediate attention and ensuring accuracy. + Provide a broad range of administrative support, including processing invoices, ordering supplies, greeting visitors, and scheduling guest parking. + Ensure consistent use of file management systems and maintain organized electronic and hard copy files. + Maintain records and assist with reports for the Director's research grants and professional associations. + Manage day-to-day financial and administrative responsibilities, including authorization and submission of purchase requests. + Coordinate and plan travel itineraries for the Director and Chief of Staff, adhering to University policies and ensuring efficiency. + Prepare travel and accommodation arrangements and track expense reimbursements. + Document and maintain office processes, proactively identifying and suggesting improvements. + Coordinate special projects originating from the Office of the Director and work closely with the Chief of Staff to ensure strategic priorities are met. Essential Skills + Bachelor's degree. + Five years of progressively responsible administrative support experience. + Experience working on a wide variety of special projects and assignments. + Proficiency in Microsoft Office and other administrative tools. + Strong organizational and communication skills. + Ability to handle sensitive and confidential information with discretion. Additional Skills & Qualifications + Previous experience supporting a Director or senior leader is highly desirable. + Additional education may substitute for required experience, and additional related experience may substitute for required education. Work Environment The Executive Assistant will work in a fast-paced, highly visible office environment. The role requires frequent interaction with university leadership, faculty, staff, students, and external stakeholders. The position involves handling sensitive and confidential matters, requiring a high level of discretion and professionalism. The work schedule is typically during regular business hours, but flexibility may be required to accommodate meetings and special events. The office is committed to creating a warm and welcoming environment for all visitors and stakeholders. Pay and Benefits The pay range for this position is $60000.00 - $60000.00 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 Washington,DC. Application Deadline This position will be accepting applications until Dec 26, 2024. 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 (%20astoncarteraccommodation@astoncarter.com) for other accommodation options.