"Alerted.org

Job Title: Executive Assistant

Job Description

We are seeking a highly organized and proactive Executive Assistant to provide comprehensive support to executive leaders in a dynamic and fast-paced environment. The ideal candidate will manage complex schedules, coordinate meetings, assist in travel arrangements, and handle administrative tasks with precision.

Responsibilities

+ Manage complex schedules and calendars, ensuring effective coordination among executive leaders and seniorstakeholders.

+ Proactively manage email communications, prioritizing actions as necessary.

+ Develop collaborative relationships with administrative staff across the organization to facilitate efficient meeting coordination.

+ Assist in preparing agendas, briefings, correspondences, PowerPoint presentations, and spreadsheets.

+ Order supplies and meals for staff meetings, all-hands meetings, and other events as required.

+ Arrange travel accommodations for domestic and international business travel, ensuring compliance with necessary documents and processes.

+ Process expense reports and invoices promptly, adhering to company policies and procedures.

+ Coordinate logistical details for virtual and face-to-face meetings, including agenda preparation, guest speaker arrangements, and digital technology support.

+ Support information flow and distribution within the department through emails, staff meetings, skip levels, town halls, and team events.

+ Attend and record meeting notes for staff meetings, distributing action items and routine communications.

+ Ensure documentation is up-to-date, organized, and accurate, including email distribution lists, shared files, Teams channels, and organizational charts.

+ Collaborate with other administrative assistants to enhance support infrastructure.

+ Perform administrative, clerical, and ad-hoc tasks as assigned.

+ Create staff meeting agendas, track action items, and coordinate Teams folders.

+ Demonstrate effective time management and organizational skills, maintaining attention to detail and responsiveness to customer needs.

+ Exhibit flexibility and a results-oriented approach while working independently with minimal supervision.

+ Utilize strong written and verbal communication skills.

+ Manage conflicting priorities efficiently, balancing multiple tasks while meeting organizational goals and timelines.

+ Minimal travel may be required to support staff meetings outside of Lenexa, KS.

Essential Skills

+ Proficiency in Outlook and Microsoft Office, including Excel and PowerPoint.

+ Experience in making travel and meeting arrangements, screening calls, composing letters and reports, and preparing presentations and financial data.

+ Strong calendaring and administrative skills.

+ Executive support expertise.

+ 4-5 years of experience as an Executive Assistant.

Additional Skills & Qualifications

+ A University Degree is required.

Work Environment

This role offers a hybrid schedule with flexibility in workdays. The work environment is dynamic and fast-paced, requiring collaboration and proactive support. Minimal travel might be required to support staff meetings outside Lenexa, KS.

Pay and Benefits

The pay range for this position is $25.00 - $25.00/hr.

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 hybrid position in Lenexa,KS.

Application Deadline

This position is anticipated to close on Jun 2, 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.

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 [email protected] (%[email protected]) for other accommodation options.