Description:

This position will provide executive administrative support to the Vice President of Financial Planning & Analysis and the Vice President of Tax, which will include calendar management, travel arrangements, expense processing, and correspondence on behalf of the VPs and of his/her team as needed. The ideal candidate will provide the highest quality administrative support as a core part of the team, in a confident and professional manner.

Primary Accountabilities:

• Provide the full spectrum of administrative support to the Vice Presidents, which includes but is not limited to calendar management, significant travel arrangements and event and external meeting planning, expense processing, receiving and prioritizing visitors, telephone calls, correspondence and other information and handling issues that require the highest levels of discretion and confidentiality.
• Coordinate travel and meeting arrangements for all team meetings, including advance coordination of logistics with other sr executives participating in the meetings (committee meetings, department/staff meetings).
• Interact with all levels of employees up to and including regular interaction with sr enterprise executives.
• Become an integral part of the teams supported and get to know the important internal and external stakeholders well.
• Support the coordination, preparation and collation of department reports and board of director presentations, including the creating and editing of presentation materials.
• Validate materials for accuracy, completeness and compliance with company standards, policies and procedures; ensure materials, reports and documents for signature are accurate and complete.
• Plan, compose, research, analyze and coordinate special projects and follow-up
• Organize and maintain department files, including correspondence, records, etc., following up on pending matters.
• Prepare detailed expense reports and accurately reconcile corporate credit card bills
• Manage departmental purchasing
• Utilize Oracle to invoice, set up new suppliers, prepare purchase requisitions, purchase orders, receive on purchase orders and submit for payment

Skills:

Administrative support, Calendar management, Calendaring, Powerpoint, travel management, Outlook, Concur, Executive support

Additional Skills & Qualifications:

• Minimum 7 years of experience as an Administrative Assistant supporting executives
• Bachelor’s degree preferred
• Detail-oriented with exemplary planning and organization skills
• Ability to effectively communicate, both written and verbal, to all levels of the organization
• Excellent Outlook, Word, Excel, and PowerPoint skills
• Must be able to work independently with minimum supervision and guidance, prioritize work and handle simultaneous assignments with success and accuracy
• Must be able to work effectively and accurately under pressure with tight timeframes
• Must be flexible and adaptable. Willing to work extended hours when necessary, such as arriving early, adjusting lunch hour, or staying later in the evening depending on various activities/deadlines
• Demonstrated track record of interacting with all levels of management, staff, and outside contacts in a courteous, professional, and discreet manner
• Ability to handle confidential information in a professional manner

About Aston Carter:

Please Note: Scammers are posing as Aston Carter. We'll never contact you via Gmail, Telegram, or WhatsApp and we'll never solicit money from you.

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.