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Company Name : Aston Carter
Location : Bee Cave, TX 78733
Position : Executive Assistant
Job Description : Equivalent Experience
Description:Position Overview:
The Executive Assistant is responsible for providing executive support for the CEO/President & CCO of a multi-line business company. The primary responsibility of this position is to create maximum efficiency for the executives and to enable them to focus on leadership, high level decision making, relationships, and vision.
The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the office of the CEO/President; serves as a liaison to the Executive Team, the Software Development Team, and Facilities/Asset Management; organizes and coordinates executive outreach and external relations efforts; oversees special projects; and coordinates information flow, materials and logistics for board and committee/Executive Team meetings.
The ideal candidate will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities.
The position requires excellent time management skills as well as the ability to work in a team environment with a spirit of cooperation, and the ability to project manage more than one project, setting and scheduling milestones, while keeping the executives current on progress of several projects/initiatives. The EA will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.
This position is a critical role that will be delegated authority regarding matters of significance. It requires diligence in handling confidential and critical information about the company, its employees and clients with the utmost discretion. The position is also critical to CEO leadership through carefully balancing internal and external engagement.
Principal Duties & Responsibilities:
Manages both CEO and CCO Calendars, scheduling internal and external meetings, including cadence meetings with direct reports, Schedules appointments and plans events related specifically to CEO and CCO’s individual and joint activities, meetings, appointments, and speaking engagements
Manages the executives’ email and contacts in Outlook and ensures the appropriate preparation and follow-up for appointments and communication with external parties
Takes ownership of and is accountable for making sure that all critical emails and matters that come to the executives are addressed and responses or directions are provided in a timely manner
Ensures the executives are briefed on objective and goals of each meeting and well prepared with notes, printed material and presentations where applicable
Attends meetings, records and files meeting notes/minutes, derives and tracks the execution of resulting action items
Collaborates with the executives and, where applicable, the executive & admin team, to ensure that goals and objectives are being appropriately tracked and achieved, and that priorities are being communicated effectively
Keeps track of projects and initiatives including own assignments; exercises good judgement in prioritize tasks to meet deadlines, keeping the executives informed of changes in deadlines or priorities.
Optimizes executives’ time by reading, researching, and routing all email correspondence; drafting letters; creating presentations and documentation; collecting and analyzing information; initiating telecommunications
Manages the executives’ company wide, client, and public appearances, prioritizing and preparing for key meetings and events
Represents the CEO by attending meetings in their absence when requested; speaking for the CEO when instructed to do so; taking notes, deriving and tracking action items resulting from meetings and debriefing CEO
Manages and tracks projects that the executives are involved with by monitoring and setting timelines
Develops/coordinates building of PowerPoint decks for internal and external meetings (conferences, workshops, townhalls, site visits, etc.); prepares all material for the executives prior to such engagements
Coordinates and facilitates operations and strategic reviews such as Executive Team meetings, off-sites, townhalls, and quarterly strategy meetings
Builds and drives regular cadence of communications to various stakeholders including internal employees, external audiences, etc.
Keeps records and tracks Key Performance Indicators that are critical to the CEO’s companies and of the direct reports as applicable, and briefs the CEO on the same on a monthly basis.
Collaborates with the executives, team members & stakeholders to derive intelligence in advising the executives on priorities and deadlines
Keeps executives updated on current company climate (employee wellbeing, new proposals, team successes, workload)
Works with IT to manage repairs and/or resolves issues related to CEO’s phone, computer(s), and other technology
Prioritizes executives’ tasks (based on set of rules) ensuring deadlines are met
Collaborates with Marketing to manage CEO’s social media accounts (creating content, responding and interacting on CEO’s behalf, keeping CEO up to date on important posts or opportunities, etc.)
Works with Business Development team to coordinate, register and prepare for executives’ speaking engagements and conference attendance; takes notes, collects business cards, tracks business development opportunities, scheduling meetings, deriving follow up action items and correspondence
Will manage CEO’s speaking engagements and requirements for conference presentations, as well as offsite meetings; will travel with CEO to the same and provide support by taking notes, scheduling meetings, deriving and tracking action items, and composing follow up correspondence
Coordinates all aspects of domestic & international travel (flights, ground transportation, accommodations, renewing passports, global entry, etc.)
Other duties and ad-hoc projects as assigned by the executives
Skills:
calendar management, administrative assistance, microsoft office, travel management, executive support, clerical
Top Skills Details:
calendar management,administrative assistance,microsoft office,travel management,executive support,clerical
Additional Skills & Qualifications:Required Qualifications:
7+ years’ consecutive experience being an executive assistant
2+ years’ consecutive experience supporting multiple executives (C Suite or VP)
Highly adept at identifying needs and anticipating requirements ahead of time
Organized and able to manage projects, drive the execution of initiatives and plan and execute events.
Capable of executing on projects with little to no direction in an individual or group setting
Strong written and verbal communication and interpersonal skills
Deadline driven with accurate and effective execution on all assignments
Intermediate to advanced experience in Office 365 products including Word, Excel, PowerPoint, Outlook and SharePoint.
Has a record of punctual, regular and predictable attendance
Ability to communicate effectively and remain calm and courteous under pressure
Very strong attention to detail and ability to multitask in a busy and fast-changing work environment
Perform their duties without specific instructions or prescribed procedures
Social media content management experience preferred
Valid Driver’s License
Key Experience-proven Qualifications:
Strong understanding that their role is to create maximum efficiency for the executives and enabling them to focus on high level decision making, relationships, and vision.
Strong problem-solving skills, and ability to navigate around roadblocks, reporting solutions versus problems.
Persistent in achieving goals and capable of improving outcomes through innovation in approach and processes.
Loyal, honest and with solid professional ethics and the understanding that this position will make the employee privy to confidential information about the executives, other employees in clients etc., as well as other business of the executives.
Team player with maturity in managing people and a relaxed approach to resolving conflict
Ability to work with ambiguity.
Experience Level:
Expert Level
About Aston Carter:
At Aston Carter, we’re dedicated to expanding career opportunities for the skilled professionals who power our business. Our success is driven by the talented, motivated people who join our team across a range of positions – from recruiting, sales and delivery to corporate roles. As part of our team, employees have the opportunity for long-term career success, where hard work is rewarded and the potential for growth is limitless.
Established in 1997, Aston Carter is a leading staffing and consulting firm, providing high-caliber talent and premium services to more than 7,000 companies across North America. Spanning four continents and more than 200 offices, we extend our clients’ capabilities by seeking solvers and delivering solutions to address today’s workforce challenges. For organizations looking for innovative solutions shaped by critical-thinking professionals, visit AstonCarter.com. Aston Carter is a company within Allegis Group, a global leader in talent solutions.
The company is an equal opportunity employer and will consider all applications without regards 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 call 888-237-6835 or email astoncarteraccommodation@astoncarter.com for other accommodation options. However, if you have questions about this position, please contact the Recruiter located at the bottom of the job posting. The Recruiter is the sole point of contact for questions about this position.
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