Job Title: Administrative Assistant
Job Description

We are seeking a highly organized and professional Administrative Assistant to support our executive team. This role requires exceptional organizational skills, attention to detail, and the ability to manage multiple tasks efficiently.

ResponsibilitiesCoordinate and manage complex calendars for executive leaders, including internal and external meetings, client appointments, travel arrangements, and deadlines.Prepare agendas, briefing materials, and presentations for executive and client meetings. Take meeting notes and follow up on action items to ensure completion.Plan and coordinate travel itineraries, accommodations, transportation, and expense reports for executives and visiting clients.Serve as a gatekeeper and point of contact between executives and internal staff, clients, and external partners - screening calls, managing correspondence, and ensuring timely response and follow-up.Manage sensitive information with discretion and assist with confidential projects involving finance, HR, client negotiations, or vendor relationships.Organize and maintain electronic and physical files, ensuring easy access and version control of critical business documents, reports, contracts, and correspondence.Assist in the creation and distribution of marketing materials, including email campaigns, case studies, newsletters, website updates, blogs, and social media content.Support the planning, testing, and execution of new marketing strategies.Coordinate all brand-related initiatives, including promotional items, print brochures, presentations, advertising, and photography.Regularly update and maintain customer records in the CRM/database system, ensuring accuracy and completeness.Research prospective and existing clients to assist the sales team, prepare materials for internal and client-facing meetings, and help track sales performance.Assist with coordinating and participating in tradeshows, industry events, and client engagement activities.Regularly follow up with clients for upcoming job opportunities, project updates, and service needs.Organize internal and external events, including corporate functions, holiday parties, team-building events, and charitable initiatives. Manage logistics, invitations, venue selection, and accommodations.Assist executives with internal communications such as drafting memos, announcements, and materials for company-wide updates or meetings.Essential SkillsAt least 2 years of experience supporting C-suite or Senior Leadership personnel.Strong verbal and written communication skills.Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).Excellent time management and organizational skills.High energy, professionalism, and a strong work ethic.Ability to manage multiple projects independently and see them through to completion.Additional Skills & QualificationsExperience in a marketing, communications, or sales support role preferred.Familiarity with CRM systems, social media platforms, and digital marketing tools is a plus.Work Environment

The work hours are from 7am to 4pm, or 8am to 5pm.

Job Type & Location

This is a Permanent position based out of Farmingdale, New York.

Pay and Benefits

The pay range for this position is $60000.00 - $70000.00/yr.

•\tMedical, Dental, Vision and supplemental coverage from AFLAC
•\t401{k) with a company match and no vesting period
•\t100% company funded life insurance
•\tVacation and sick time
•\tGenerous holiday schedule
•\tFlexible office work hours
•\tGenerous employee referral program

Workplace Type

This is a fully onsite position in Farmingdale,NY.

Application Deadline

This position is anticipated to close on Aug 29, 2025.

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\n\nAbout Aston Carter:\n

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.

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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.

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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.

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