Description

The incumbent must be able to provide diversified administrative support and perform basic to complex tasks for executive/management staff, potentially supporting more than one member of the executive staff at a given time. The individual must accept responsibility, be self-motivating, solve moderately complex issues independently, and apply sound judgment in accomplishing assignments. The incumbent must consistently exhibit the highest level of confidentiality regarding key personal and office management issues and projects under the purview of the CEO and management. The individual must be able to work in a fast paced, team oriented, professional environment. Good attendance and punctuality are expected.

• Executive Support: Providing high-level administrative support to CEO.
• Calendar Management and Scheduling: Managing executive calendars, scheduling meetings (including conference room reservation, AV, and catering needs), and coordinating appointments. Forward thinking proactive skills and real time scheduling and conference call management. Alignment with CEO stated objectives and focused priorities.
• Communication and Correspondence: Composing memos, letters, and emails in draft form, managing all incoming and outgoing correspondence (email and standard mail), answering and transferring phone calls, screening when necessary, and taking accurate telephone messages. Managing inbox and responding to low to mid-level questions as a representative of the CEO.
• Travel Coordination: Coordinating international and domestic travel arrangements proactively. Maintain activity of frequent travel programs, credits, and travel perks to ensure usage prior to expiration. Create itineraries to include necessary details of travel arrangements.
• Document Preparation and Management: Preparing PowerPoint presentations, updating and tracking pertinent documents in database format, creating and maintaining accurate files (computerized/paper), photocopying and binding of documents for CEO.
• Expense Management: Processing expense reports, check requests, and corporate credit card statements, requesting reimbursements, and monitoring and tracking all expenses associated with the group (travel, conferences, entertainment with clients, publications, etc.) for CEO. .
• Liaison Responsibilities: Acting as a liaison between the CEO and all operating businesses to ensure timely and accurate follow-up and accountability management.
• Data Gathering and Research: Providing basic research for company or people data gathering, collecting requested data and information from various sources (including email, meeting minutes, and other documents), and preparing summaries. May conduct research (within skills and expertise) to assist with projects or inquiries for CEO.
• Meeting Support: Preparing agendas and schedules for meetings, conferences, and other assigned events; taking and distributing minutes or other notes as requested. Participating in team meetings and assuming responsibility for compiling, tracking, and monitoring the completion of all action and follow initiatives. Scheduling and setting up conference zoom and conference calls real time.
• Family Office Client Facing: Meet and develop relationships with key clients of CEO and family office business.
• Technology Proficiency: Competence in Microsoft Excel, PowerPoint, One Note as well as internal CRM system. Interest in AI applications and efficiency tools.
• Project Management/Situational Awareness: Manage and lead projects assigned by CEO that align to company mission and objectives. Track action items and communicate with the team as needed. Must maintain awareness of the organizations overall business, the purpose, rationale and needs associated with the CEOs business activities.

Skills

Calendar management, Administrative support, Outlook, Executive support, Executive administrative support, Microsoft office, Calendaring, Travel management, Support, Executive administrative, Administrative assistance

Top Skills Details

Calendar management,Administrative support,Outlook,Executive support,Executive administrative support

Additional Skills & Qualifications

• Associate’s degree required, bachelor’s degree in a related field preferred

• Three to five years of previous experience supporting an entrepreneurial CEO

• Interpersonal and Communication Skills: Effective interpersonal, communication (both verbal and written), and listening skills. Exceptional communication skills.
• Organizational and Time Management Skills: Capable of organizing and prioritizing a highly diverse workload, managing multiple tasks simultaneously (multitasking), and meeting rigorous deadlines. Ability to organize and prioritize tasks including delegation of tasks when appropriate.
• Attention to Detail and Accuracy: Highest level of accuracy and attention to detail. Detail-oriented.
• Confidentiality and Professionalism: Maintaining a high level of confidentiality and demonstrating professionalism and poise.
• Computer Skills: Proficiency in basic computer skills necessary for this position are Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, One Note) and an aptitude to utilize AI for efficiency. Discipline and consistent use of CRM system to document conversations and catalog relationships.
• Self-Motivation and Initiative: Self-starter, highly motivated, energetic, and able to work independently and reliably with minimal direction.
• Judgment and Problem-Solving: Exercising good or sound judgment, creativity, and analytical thinking. Ability to solve moderately complex issues independently.
• Responsibility and Dependability: Responsible and dependable. Must accept responsibility. Good attendance and punctuality are expected
• Teamwork and Positive Attitude: Team-oriented with a positive attitude and team spirit. Flexible and adaptable in various situations and when interacting with many different personalities.
• Basic Understanding of Office Procedures: Basic understanding of clerical procedures and systems such as recordkeeping and filing.

Experience Level

Expert Level

Pay and Benefits

The pay range for this position is $80000.00 - $90000.00/yr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:

• 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 fully onsite position in Memphis,TN.

Application Deadline

This position is anticipated to close on Apr 21, 2025.

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 astoncarteraccommodation@astoncarter.com for other accommodation options.