Job Title: Sr. Executive Assistant (Bilingual)
Job Description
This position provides dedicated support to the Founding Attorney in Tampa, Florida, as well as during travel within the U.S. and internationally. This role is essential in organizing and maintaining the executive's schedule, as well as performing numerous administrative, marketing, and support tasks at a high volume. Coordination and management with additional support staff is also required. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.
Travel with and be onsite support to the executive at all times, including in the Tampa office, as well as during domestic and international trips.
Support the executive in all facets to free up time to focus on the business.
Coordinate management of executive's heavy schedule (personal and professional).
Prepare itineraries and ensure all materials are ready for meetings.
Prepare, print, and summarize documents for executive review, ensuring all materials are organized and accessible.
Draft emails, reports, and presentations as needed. Manage and respond to emails on behalf of executive as needed.
Attend client events and assist with setting up marketing equipment and materials and establishing a welcoming environment for clients.
Interface with clients as needed to prepare them for meetings with the executive.
Build and maintain strong relationships with team members and clients, ensuring effective communication and support.
Serve as a liaison between the CEO and other executive leaders and/or support staff.
Coordinate with IT and other administrative staff to ensure all technical requirements are met to support marketing and/or work events.
Set and enforce boundaries, managing workloads and priorities assertively yet amicably.
Serve as a communication intermediary between the executive and external contacts.
Assist in the planning and execution of special projects, initiatives, and events.
Track progress and ensure deadlines are met. Conduct research and compile information to support decision-making processes.
Provide summaries and insights as needed. Manage sensitive information with discretion and confidentiality at all times.
Oversee office supplies and equipment, ensuring the executive office runs smoothly and efficiently.
Manage wardrobes for marketing events including ensuring wardrobes and related materials are onsite and ready in advance.
Ensure a clean and appropriate working environment for the executive at all times and support in ensuring proper nutrition and health of the executive to allow greater focus on the business.
Hard Skills
10+ years of experience as an Executive Assistant, ideally supporting high-level executives in a high-growth and fast-paced setting.
Bachelor's degree
Proficiency in MS Office
Bilingual in Spanish strongly preferred
Willingness to travel up to 30% of the time including international travel
Valid passport and driver's license
Soft Skills
Ability to anticipate needs
Critical thinking
High level of professionalism and confidentiality
Assertive yet amicable boundary setting
Strong relationship-building
Effective communication
Organizational skills
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 StaffingR 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 (%20astoncarteraccommodation@astoncarter.com) for other accommodation options.
