Administrative Assistant
: Job Details :

Job Title: Administrative Assistant

Job Description

We are seeking a dedicated and detail-oriented Administrative Assistant to provide comprehensive administrative support. This role includes managing calendars, scheduling meetings, handling travel arrangements, and supporting the primary family with bill payment functions through QuickBooks. The ideal candidate will demonstrate excellent time management skills, prioritize workload efficiently, and maintain strong internal and external relationships.

Responsibilities

+ Provide complete administrative support including managing calendars, scheduling meetings, and handling travel arrangements.

+ Provide admin support to the primary family, with a primary responsibility for bill payment functions through QuickBooks.

+ Maintain and coordinate calendars, ensuring all appointments and meetings are accurately scheduled.

+ Plan, manage, and attend to the executive's diary, emails, and phone calls, ensuring all communications are handled efficiently.

+ Assist with the preparation of necessary statistical reports, presentations, and documentation required for meetings and events.

+ Coordinate domestic and international travel arrangements, including obtaining necessary approvals and processing expense reports.

+ Code and process business expenses, ensuring all financial transactions are accurately recorded.

+ Coordinate conference calls, events, conferences, and all meetings, ensuring all logistical details are managed effectively.

+ Communicate and work with all levels of family office, maintaining a high level of confidentiality and professionalism.

+ Develop and maintain strong internal and external relationships, acting as a liaison between the executive team and other stakeholders.

+ Assist with ad hoc administrative duties that are consistent with the role, ensuring all tasks are completed to a high standard.

Essential Skills

+ A minimum of 4 years' experience supporting executive-level management.

+ Proficiency in QuickBooks for bill payment functions.

+ Excellent written and oral communication skills.

+ Strong organizational and time management skills, with the ability to multitask and prioritize effectively.

+ Proficiency in standard PC applications (MS Word, PowerPoint, Excel, Outlook).

+ Ability to work in a fast-paced environment and handle confidential information with discretion.

+ Highly proactive with the ability to plan and manage tasks and long-term projects with minimal supervision.

Additional Skills & Qualifications

+ Experience in managing domestic and international travel arrangements.

+ Ability to efficiently handle executive diaries, emails, and phone calls.

+ Strong relationship-building skills, acting as a liaison between the executive team and other stakeholders.

Work Environment

This position will be hybrid, with a requirement to work at the Short Hills office. The candidate will need to adapt to a dynamic environment and maintain a high level of professionalism and confidentiality.

Benefits

+ Opportunity to work with an industry leading organization

+ Flexible compensation

+ Great benefits package

+ Internal career growth opportunities

This position is moving extremely fast as this is an urgent need for the client. If interested, please send over your most up to date resume to ktrivigno @astoncarter.com along with your availability for a 10-minute phone call.

Pay and Benefits

The pay range for this position is $27.00 - $32.00

- 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 hybrid position in Millburn,NJ.

Application Deadline

This position will be accepting applications until Dec 17, 2024.

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.

Diversity, Equity & Inclusion

At Aston Carter, diversity and inclusion are a bridge towards the equity and success of our people. DE&I are embedded into our culture through:

+ Hiring diverse talent

+ Maintaining an inclusive environment through persistent self-reflection

+ Building a culture of care, engagement, and recognition with clear outcomes

+ Ensuring growth opportunities for our people

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 ...@astoncarter.com ( ...@astoncarter.com) for other accommodation options.