Executive Assistant

Job Title: Executive Assistant

Job Description

The Executive Assistant will provide high-level administrative support to the President of a global organization, ensuring smooth coordination of schedules, travel, communications, and reporting. This role requires a seasoned professional who can operate with discretion, anticipate needs, manage competing priorities, and serve as a trusted partner to the President and Chief of Staff in a fast-paced, growth-oriented environment.

Responsibilities

• Provide direct executive support to the President, acting as a primary point of contact for scheduling, coordination, and day-to-day administrative needs.
• Manage the President’s calendar, including scheduling and organizing meetings, events, and time off, while proactively resolving conflicts and ensuring optimal time management.
• Plan, coordinate, and execute all aspects of domestic and international travel, including itineraries, flights, lodging, ground transportation, and related logistics.
• Oversee and process expenses and reimbursements accurately and in a timely manner, ensuring proper documentation and adherence to internal guidelines.
• Communicate regularly and professionally with overseas offices, facilitating smooth information flow and coordination across time zones.
• Create, format, and refine Microsoft PowerPoint presentations for the President and Chief of Staff, ensuring content is clear, visually engaging, and executive-ready.
• Manage key reports and dashboards, ensuring they are accurate, up to date, and delivered on schedule to support executive decision-making.
• Collect, organize, and analyze data and reporting for various metrics as needed, using Microsoft Excel to create pivot tables, graphs, VLOOKUPs, and other data views.
• Prioritize and manage multiple competing tasks and deadlines, ensuring critical issues receive prompt attention and follow-through.
• Maintain confidentiality and handle sensitive information with discretion and professionalism at all times.
• Collaborate closely with the Chief of Staff and other stakeholders to support strategic initiatives and special projects as needed.
• Continuously look for opportunities to improve processes, enhance efficiency, and support the President’s effectiveness.
  
  

Essential Skills

• 7–10 years of experience as an Executive Assistant, preferably supporting executives in a global company environment.
• Proven experience providing executive administrative support, including calendar management, travel coordination, and expense management.
• Advanced proficiency in Microsoft Excel, including pivot tables, graphs, VLOOKUPs, sorting, and filtering.
• Strong proficiency in Microsoft PowerPoint, with the ability to create polished, executive-level presentations.
• Solid working knowledge of Microsoft Office suite, including Outlook, Word, and related tools.
• Excellent written and verbal communication skills, with the ability to communicate clearly and professionally at all levels of the organization.
• Demonstrated ability to prioritize and manage time effectively in the face of competing priorities and frequent multitasking.
• High level of professionalism, discretion, and integrity when handling confidential information.
• Strong organizational skills and attention to detail, with a track record of reliability and follow-through.
• Bachelor’s degree.
  
  

Additional Skills & Qualifications

• Experience as a Global Executive Assistant or in a role supporting executives with international responsibilities.
• Background in administrative support or administrative assistance in fast-paced corporate environments.
• Demonstrated long-term tenure in previous roles, reflecting stability, loyalty, and the ability to grow within an organization.
• Ability to work effectively across cultures and time zones when communicating with overseas offices.
• Comfort working closely with leadership and participating in high-level discussions and initiatives.
• Proactive mindset with a strong sense of ownership and a desire to learn and grow in the role.
• Ability to remain calm, flexible, and solution-oriented in rare urgent situations that may arise outside normal business hours.
  
  

Work Environment

This role is fully onsite, working Monday through Friday from 8:00 a.m. to 5:00 p.m. The Executive Assistant will sit alongside and work closely with the President and Chief of Staff, providing direct, day-to-day support in a collaborative office setting. The culture is described as fun, energetic, and highly engaged, with leadership actively involved in the business and accessible to the team. The organization values a positive atmosphere, offering employee events and celebrations, including themed activities such as dressing up for occasions like Halloween. There is a strong emphasis on learning, growth, and professional development, with significant opportunity to expand responsibilities over time. While the standard schedule is regular business hours, there may be very rare instances when the President reaches out outside of normal hours for urgent matters. The work environment relies heavily on Microsoft Office tools, particularly Excel and PowerPoint, and supports a professional yet personable office culture.

Job Type & Location

This is a Contract to Hire position based out of Virginia Beach, VA.

Pay And Benefits

The pay range for this position is $38.00 - $43.00/hr.

Requirements

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 Virginia Beach,VA.

Application Deadline

This position is anticipated to close on Apr 24, 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.