Executive Assistant

Aston Carter - Durham, NC

Full-time - Entry Level

Durham, NC

Administrative and Support Services

About the position

The Executive Assistant position at Aston Carter is a critical role that has been vacant since May 1st, leading to the Director working extensive hours due to the lack of administrative support. This position is essential for managing various administrative tasks that are vital for the smooth operation of the office. The Executive Assistant will be responsible for handling sensitive information, scheduling and preparing meetings, and communicating on behalf of the Director. This includes attending meetings, taking minutes, and preparing presentations and materials that are necessary for the Director's engagements. Additionally, the role involves managing the Director's calendar, assisting with travel arrangements, and reconciling expense reports to ensure that all financial documentation is accurate and up to date. This is a contract position lasting for 2 months, with the potential for the candidate to apply for a permanent vacancy that is expected to be approved in approximately 6 weeks. The work environment is described as a fast-paced academic office, which requires the Executive Assistant to be adaptable and efficient in managing multiple tasks simultaneously. The position is fully on-site in Durham, North Carolina, and demands a high level of professionalism and discretion due to the nature of the information handled.

Responsibilities

• Handle sensitive information with discretion and confidentiality.
• Schedule and prepare meetings for the Director.
• Communicate on behalf of the Director in various capacities.
• Attend meetings, take minutes, and prepare necessary documentation.
• Prepare presentations and materials for meetings and events.
• Manage the Director's calendar efficiently and effectively.
• Assist with travel arrangements for the Director.
• Reconcile expense reports and ensure accuracy in financial documentation.

Requirements

• 3+ years' experience as an executive assistant.
• Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Proficiency with Zoom for virtual meetings.
• Proficiency with Google Drive for document management.
• Proficiency with Concur for expense management.
• Bachelor's degree (BS) in a relevant field.

Nice-to-haves

• Strong communication skills, both oral and written.
• Good judgment in decision-making processes.
• Ability to manage time efficiently and prioritize tasks.
• Professionalism in all forms of communication.
• Efficiency in managing complex calendars.
• Ability to leverage resources effectively.