Description This position will provide temporary support to leaders in the Global Data Team, while collaborating with a team of Executive Assistants. Responsibilities include administrative excellence in the delivery of calendar management, superior administrative work, travel and logistics, expenses, technical support, communications, and partner support. Predominantly, this is a scheduling-heavy role. Candidates who thrive in a fast-paced global work environment, can successfully manage competing priorities, work well with short deadlines, follow specific instructions, and diplomatically enforce key calendaring guidelines will find this role rewarding. The role is both fast-paced and methodical, requiring a special set of skills to stay on top of both the urgent and important requests. Exceptional administrative routines and best practices are critical to managing the high volume of requests and ensuring partners are well-informed. Those who enjoy structure, problem solving, learning new skills, communicating and tracking progress are well suited to flourish and succeed in this heavily calendar-focused role. As this is a hybrid position (in-office 3 days a week, minimum), it is critical the successful candidate be self-motivated, ambidextrous, and extremely well organized to optimize their time with the Executive. Excellent note taking, prioritization, and attention to detail are critical. Core Responsibilities Calendar Management (80%) • Manage complex, high-volume scheduling for the Chief Data Officer (CDO) • Use Excel-based tracking tools for time prioritization • Coordinate standing meetings (weekly, monthly, quarterly, annual) • Block time for reviews, travel, and deep work • Provide twice-weekly updates to the CDO on scheduling priorities • Solve scheduling conflicts and protect time blocks • Prepare materials in advance of meetings Administrative Excellence • Summarize complex issues concisely • Maintain distribution lists and manage delegate coverage • Collaborate with other EAs and internal stakeholders • Use GenAI tools (e.g., Copilot), MS Teams, and New Outlook • Format documents and manage records • Draft correspondence and prepare meeting materials Travel & Logistics (20%) • Plan monthly travel: flights, hotels, ground transport • Prepare travel summaries and ensure compliance with booking policies • Coordinate international travel documentation and preferences • Arrange catering and workspace bookings Expense Management • File and manage CDO’s expenses using Concur • Ensure accuracy in currency, context, and documentation • Handle group expenses and milestone purchases Technical Support • Troubleshoot or escalate tech issues, especially during travel • Liaise with IT and anticipate technical needs Communication & Admin Management • Provide clear, timely updates on tasks and obstacles • Take meeting notes and track action items • Liaise with hosts and plan logistics for executive events Partner Support • Respond professionally and promptly to internal/external stakeholders • Manage VIP guest logistics and contact information Skills Calendar management, Administrative support, Outlook, Microsoft office, Executive support, Microsoft, Concur, Travel management Top Skills Details Calendar management,Administrative support,Outlook,Microsoft office,Executive support,Microsoft Additional Skills & Qualifications Preferred Qualifications • 10+ years of experience in global/multinational organizations • Strong calendar management for executives • Excellent written and verbal communication • Proficiency in: • New Outlook • Excel (moderate level: formatting, merging cells, color coding) • PowerPoint • Experience with: • Concur • Budget tracking and financial reporting • Internal audits and compliance • Self-motivated, organized, and detail-oriented • Strong interpersonal and problem-solving skills Experience Level Intermediate Level Pay and Benefits The pay range for this position is $30.00 - $34.00/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 Foster City,CA. Application Deadline This position is anticipated to close on Jun 14, 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 astoncarteraccommodation@astoncarter.com (%20astoncarteraccommodation@astoncarter.com) for other accommodation options.