Executive Assistant

Job Title: Executive AssistantJob DescriptionThis Executive Assistant role provides high-level support to the CEO and Executive Team, ensuring their time, priorities, and communications are managed with precision and discretion. The position combines traditional executive assistance with strategic support, project coordination, administrative team leadership, and office administration for the Washington, DC office. The ideal candidate operates independently, anticipates needs, and helps drive key initiatives that advance firm-wide priorities in a collaborative, professional services environment.

Responsibilities

• Manage the CEOs calendar, including internal and external meetings, business development activities, travel, and leadership commitments.
• Proactively manage the CEOs time to support strategic priorities and ensure appropriate time is allocated to preparation, decision-making, relationship building, and firm leadership.
• Anticipate scheduling conflicts and competing priorities and recommend practical solutions.
• Ensure that the purpose, participants, preparation requirements, desired outcomes, and logistics for scheduled activities are clearly defined and communicated.
• Coordinate travel planning, itineraries, accommodations, and related logistics for the CEO and, as appropriate, members of the Executive Team.
• Schedule and manage logistics for Executive Team meetings, leadership meetings, retreats, and other firmwide activities.
• Maintain the annual calendar for firmwide activities and provide reminders regarding upcoming commitments, milestones, and follow-up obligations.
• Help the CEO protect time for strategic priorities while maintaining responsiveness to important business needs.
• Serve as a trusted resource and thought partner to the CEO, providing context, organization, and perspective to support effective decision-making.
• Help the CEO identify and prioritize matters requiring attention, follow-up, or escalation.
• Prepare the CEO for important meetings, discussions, and decisions by gathering, organizing, and synthesizing relevant information.
• Identify connections, trends, recurring issues, and emerging opportunities that may be relevant to the CEO and Executive Team.
• Develop materials, summaries, presentations, reports, and other information to support executive decision-making.
• Proactively follow up on commitments and priorities arising from CEO and Executive Team discussions.
• Help translate CEO priorities into coordinated actions and ensure appropriate follow-through across teams.
• Anticipate needs and independently address issues before they become obstacles to the CEO or Executive Team.
• Conduct research and gather information as needed to support the CEOs understanding and evaluation of business and organizational matters.
• Support effective coordination among the CEO, Executive Team, and other firm leaders.
• Prepare agendas, materials, background information, and other resources for Executive Team meetings.
• Track decisions, commitments, action items, and next steps arising from leadership discussions and ensure timely follow-up.
• Coordinate information and activities across teams and offices when initiatives require collaboration.
• Maintain awareness of key firm priorities, milestones, and leadership commitments and help ensure alignment.
• Ensure that important information reaches the appropriate leaders in a timely and organized manner.
• Support leadership retreats, planning activities, firmwide meetings, and other executive-level events.
• Gather, organize, synthesize, and distribute information required for effective executive and leadership decision-making.
• Maintain organized records of key decisions, meeting notes, action items, data, reports, and narrative documents.
• Manage and distribute information regarding outcomes and results from leadership meetings while maintaining appropriate confidentiality and discretion.
• Represent the CEO and the firm professionally in internal and external communications.
• Draft, edit, proofread, and coordinate executive-level communications, correspondence, presentations, and other materials.
• Work effectively with firm leaders, employees, clients, consultants, community partners, and other external stakeholders.
• Build trusted relationships across the firm and serve as a responsive and resourceful point of contact.
• Lead or coordinate projects that support the effectiveness of the CEO, Executive Team, and firm leadership.
• Identify opportunities to improve processes, communication, coordination, and information flow.
• Coordinate cross-functional initiatives on behalf of the CEO or Executive Team.
• Monitor timelines, deliverables, and dependencies for assigned initiatives and ensure progress against commitments.
• Take ownership of assigned projects and drive them through completion with clear communication and follow-through.
• Support firmwide initiatives and other special projects requiring executive-level coordination.
• Lead and coordinate the administrative team in providing consistent, high-quality support across the firm.
• Establish effective communication and collaboration practices among administrative team members.
• Understand and support different workstyles, strengths, responsibilities, and development needs across the administrative team.
• Foster professional development and continuous improvement within the administrative team.
• Support goal setting, feedback, performance management, and development of administrative team members.
• Identify opportunities to improve administrative processes, systems, and collaboration across offices and departments.
• Serve as a resource and escalation point for administrative team members when priorities or responsibilities are unclear or competing.
• Delegate administrative activities appropriately while maintaining accountability for timely and high-quality execution.
• Serve as the primary administrative resource for the Washington, DC office, helping maintain an organized, welcoming, and productive workplace.
• Coordinate logistics for local office meetings, presentations, events, and gatherings, including scheduling, room setup, technology coordination, materials, and catering.
• Help maintain a professional and welcoming office environment for employees, clients, consultants, and visitors.
• Coordinate with building management, vendors, IT, facilities, and other service providers to address office needs and resolve issues.
• Monitor office supplies, equipment, kitchen, and meeting-room needs and coordinate replenishment or service as appropriate.
• Delegate or coordinate office administration as appropriate while maintaining overall accountability for the DC offices administrative needs.

Essential Skills

• 4+ years of experience as an executive assistant or in a comparable executive administrative support role.
• Demonstrated experience managing complex executive calendars and competing priorities.
• Strong calendar management skills, including scheduling, rescheduling, and prioritizing meetings and commitments.
• Proficiency with Microsoft Office 365, including core productivity applications.
• Proficiency with Microsoft Teams for communication and collaboration.
• Experience using Deltek for professional services or project-related workflows.
• Experience using Affinity or similar relationship management tools.
• Excellent verbal and written communication skills, with the ability to communicate effectively with employees, consultants, clients, and other stakeholders.
• Strong organizational and time-management skills with the ability to manage multiple priorities and deliver work with accuracy and urgency.
• Demonstrated ability to operate independently, anticipate needs, exercise sound judgment, and take initiative without waiting for direction.
• Strong analytical and problem-solving skills, including the ability to gather, synthesize, and communicate information effectively.
• Demonstrated ability to manage projects and drive follow-through across multiple stakeholders.
• Experience supporting senior executives, organizational leaders, or working in complex professional services environments.
• Strong interpersonal skills and the ability to build effective relationships with individuals at all levels of an organization.
• Demonstrated discretion, trustworthiness, and ability to handle confidential and sensitive information.
• Adaptability and resourcefulness, with the ability to respond effectively to changing priorities and circumstances.
• Commitment to contributing to a vibrant, collaborative hybrid work environment.

Additional Skills & Qualifications

• Bachelors degree preferred; equivalent relevant experience may be considered in lieu of a degree.
• Significant experience supporting senior executives or leaders in a service-oriented or professional services environment.
• Knowledge of architectural and engineering terminology is a plus.
• Experience leading, coordinating, or developing administrative staff is preferred.
• Experience working with remote collaboration platforms in addition to Microsoft Teams.
• Ability to foster professional development and continuous improvement within administrative teams.
• Comfort working in a dynamic environment that requires balancing strategic support and hands-on administrative responsibilities.

Work EnvironmentThis role operates in a hybrid work environment with a flexible schedule. Typical hours align with a standard 8:00 a.m. to 5:00 p.m. workday, with flexibility to start as early as 7:00 a.m. and finish at 3:00 p.m. The position offers remote work on Thursdays and Fridays, with on-site presence required on other weekdays to support the CEO, Executive Team, and the Washington, DC office. The office environment is professional, organized, and welcoming, with regular interaction with employees, clients, consultants, and visitors. The role involves frequent use of Microsoft Office 365, Microsoft Teams, Deltek, Affinity, and other remote collaboration platforms, as well as coordination with building management, IT, facilities, and vendors to maintain a productive workplace. Job Type & LocationThis is a Contract to Hire position based out of Washington, DC. Pay and BenefitsThe pay range for this position is $65000.00 - $95000.00/hr. Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.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) Job Type & LocationThis is a Contract to Hire position based out of Washington, DC. Application DeadlineThis position is anticipated to close on Nov 14, 2026. Workplace TypeThis is a hybrid position in Washington,DC.

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® Platinum Award 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 for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.