What are the responsibilities and job description for the Executive Assistant position at Aleron?
Acara Solutions is looking for an experienced, highly organized, and initiative-taking Executive Assistant (EA) on a contract basis to provide direct administrative and operational support to mid-level executive leadership within AMG and ISG Operations. This role partners closely with the leadership team, serving as a trusted liaison across two divisions and the broader organization. This is a 3 month contract.
The Executive Assistant will manage complex administrative responsibilities, exercise a high degree of discretion, and support operational priorities through effective coordination, communication, and execution.
Key Duties and Responsibilities
* Provide high-level administrative support to the AMG and ISG leadership team, including the Group President.
* Act as a central point of contact between executive leadership and internal/external stakeholders.
* Manage complex calendars, scheduling executive meetings, interviews, site visits, and cross-functional engagements.
* Coordinate logistics for leadership meetings, team events, offsites, town halls, and virtual sessions.
* Prepare, edit, and distribute executive communications, including emails, memos, presentations, and meeting materials.
* Support preparation of recurring operational reports and assist with data collation for weekly and monthly leadership reviews.
* Handle travel arrangements (domestic and international) and submit/reconcile executive expense reports.
* Support new leader and colleague onboarding, including system access coordination and site orientation.
* Manage office operations as needed, including ordering supplies, invoice reconciliation, vendor coordination, shipping, and laboratory sample support.
* Maintain a high level of confidentiality while handling sensitive information and executive matters.
* Create and maintain spreadsheets, trackers, databases, and documentation to support operational and business needs.
* Provide professional support to visitors, candidates, and external partners.
* Identify opportunities to streamline administrative processes and improve operational efficiency.
* Provide back-up receptionist coverage and support adjacent administrative functions as needed.
* Complete special projects and ad-hoc assignments as requested by leadership.
Qualifications / Requirements
* Bachelor's degree preferred or equivalent professional experience.
* Minimum 5 years of experience supporting executives or senior leaders, preferably within a manufacturing, operations, or fast-paced corporate environment.
* Demonstrated ability to support multiple leaders with competing priorities.
* Strong organizational, time-management, and prioritization skills.
* Excellent written and verbal communication skills with a professional executive presence.
* Highly collaborative, proactive, and solutions-oriented; able to operate independently with minimal supervision.
* Proven ability to handle confidential and sensitive information with discretion.
* Strong problem-solving skills with the ability to anticipate executive and operational needs.
* Advanced proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint); comfort working with data and reporting.
* Detail-oriented with the agility to manage shifting priorities in a dynamic environment.
* Willingness to work extended hours or overtime as business needs require.
* Experience supporting leaders in a rapidly growing or evolving organization is highly desirable.
* High level of energy, professionalism, and commitment to supporting executive success
Aleron companies; Acara Solutions, Aleron Shared Resources, Broadleaf Results, Lume Strategies, Viaduct, and Aleron's strategic partner, SDI are Equal Employment Opportunity and Affirmative Action Employers. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender identity, sexual orientation, national origin, genetic information, sex, age, disability, veteran status, or any other legally protected basis.
Salary : $30 - $35