Description:

This position monitors anywhere from 5-10 shared email inboxes and calendars at any given time. Part of the role is to schedule and coordinate all the important milestone meetings for the pursuit teams, often without much notice. Each pursuit will typically have 15 or more meetings. This involves looking at all of the required attendees schedules and finding a day/time that works for most of them, reaching out to the executive assistants to ensure it works for any executives that have to be present, finding a room, booking catering, etc. Then once the meetings are scheduled and invites sent out, the pursuit team often needs to reschedule them as deadlines change with the client. Will get assistance from another admin on the team. Whoever fills this role needs to be really comfortable with Outlook and scheduling meetings, along with dealing with some strong personalities and not easily overwhelmed. Also prioritizing important emails, deleting emails that don't pertain to this group etc.

Theyll need to be able to manipulate and analyze data in Excel, so pivot charts, V or H Lookups, etc are great to have. Skilled in formatting documents and creating presentations via Word and/or Powerpoint. They will handle requests from other departments for some admin support. Will also be doing some expenses, travel, and miscellaneous requests.

Client JD:

Provide administrative support to employees and management.

Work with management to coordinate meetings including scheduling, facilitating key stakeholders' attendance, booking conference rooms, arranging for catering, and assisting in compiling support documentation/materials.

Research, plan and execute on and off-site departmental events as needed.

Create, edit, and format documents such as reports, memos, presentations, SOPs, and correspondence. Maintain accurate and up-to-date files and records, both in physical and digital formats.

Prepare reports, presentations, and spreadsheets as requested by district staff or management.

Process invoices and purchase orders. Coordinate with the business and finance department as required.

Provide back-up support to the rest of the operations support team as needed including, but not limited to:

Respond to and maintain shared Outlook email inboxes.

Arrange and coordinate travel, reservations, and complete expense reports.

Maintain various logs, reports and templates.

Collaborate with other administrative staff and department members to foster a positive and productive work environment. Support cross-functional teamwork and contribute to a cohesive team dynamic.

Maintain a working knowledge of standard software/technology.

Additional Skills & Qualifications:

4 years of experience as an administrative assistant, project assistant or office coordinator supporting a larger team (15 )

Advanced working knowledge of Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Visio. - Merging Word documents, create templates, creates forms.

Very Strong outlook experience - calendar management - will be working in multiple calendars at once and we will be scheduling/ rescheduling meetings daily. Intermediate Excel- v look ups, pivot tables, filter, sorting, formatting data. Word/Powerpoint- formatting documents and creating presentations.

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 ( astoncarteraccommodation@astoncarter.com) for other accommodation options.