Executive Assistant

Aston Carter - Hoffman Estates, IL

Full-time

Hoffman Estates, IL

Administrative and Support Services

About the position

The Administrative Assistant position at Aston Carter involves providing comprehensive administrative support to three Sales Directors and other business unit managers as needed. This role is pivotal in ensuring the smooth operation of the sales teams by managing various administrative tasks that facilitate effective communication and organization within the business units. The successful candidate will be responsible for heavy calendar management, which includes scheduling meetings, coordinating travel arrangements, and managing candidates for interviews. This position requires a high level of professionalism and the ability to handle multiple priorities in a fast-paced environment. In addition to calendar management, the Administrative Assistant will coordinate hotel reservations and transportation for out-of-town guests or candidates, plan and organize quarterly sales meetings, and assist with on-site customer visits. The role also encompasses general office duties such as maintaining office supplies, managing audio-visual equipment, and ensuring that the executive office is stocked with snacks and refreshments. The candidate will process online expense reports and approvals for business unit managers and directors, prepare spreadsheets, presentations, and reports, and work with Corporate Legal on documents for signature. The ideal candidate will be a self-starter who can work with minimal supervision and possess excellent interpersonal, written, and organizational skills. This position is essential for supporting the leadership team and ensuring that all administrative functions are executed efficiently and effectively.

Responsibilities

• Provides administrative support to three Sales Directors and other business unit managers as needed.
• Heavy calendar management.
• Manage candidates for the three business units including contacting candidates, scheduling interviews, and greeting candidates if in person.
• Coordinate hotel reservations and transportation for out-of-town guests or candidates.
• Plan and coordinate meetings for all business units, including sending calendar invites, reserving facilities, catering arrangements, and guest travel.
• Plan and organize quarterly sales meetings locally or out of state.
• Coordinate detailed domestic travel arrangements including car and hotel reservations.
• Assist with on-site customer visits.
• Responsible for general office duties such as order and maintain supplies, office machine maintenance, audio-visual assistance, etc.
• Stock snacks and refreshments for executive office and order food for lunches and meetings as necessary.
• Process online expense reports and approvals for business unit managers and directors.
• Manage meetings and event planning.
• Provide confidential administrative support to leaders.
• Prepare spreadsheets, presentations, correspondence, and reports including monthly HR Report and assisting with monthly financial reports.
• Work with Corporate Legal on documents for signature and e-file signed contracts.
• Other duties and responsibilities as assigned.

Requirements

• Proficient with Microsoft Office products.
• Ability to manage multiple priorities in a fast-paced environment with a high level of professionalism and a flexible, positive demeanor.
• Work with little supervision and be a self-starter.
• Requires excellent interpersonal, written and organizational skills.