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Aston Carter · 1 day ago

Senior Administrative Assistant

Sunnyvale, CA

Contract

Onsite

Senior Level, Lead/Staff

$30/hr - $35/hr

8+ years exp

Aston Carter provides corporate talent solutions and is seeking a Senior Administrative Assistant to support the Vice President of Program Management in the Marine Systems Business Unit. The role involves comprehensive administrative support, managing schedules, coordinating travel, and leading the administrative team in a dynamic defense industry environment.

ConsultingHuman ResourcesInformation Technology

Growth Opportunities

No H1B

U.S. Citizen Only

Responsibilities

Provide comprehensive administrative support to the Vice President and the Program Management Office, including support for associated programs

Manage the Vice President's calendar by prioritizing and scheduling meetings, handling quick-turn requests, monitoring upcoming needs, and resolving conflicts

Coordinate domestic and international business travel arrangements, manage documentation requirements, and process expense reports promptly

Follow up on actions on behalf of the Vice President and execute additional tasks as directed

Handle confidential business matters while maintaining an effective and organized administrative system

Coordinate meetings and events, including internal staff meetings and engagements with customers and VIPs, by arranging venue logistics, conference room reservations, setup, catering, and tracking action items

Manage visitor protocols by arranging badging and greeting visitors, including customers and contractors

Address information requests and communications by answering telephones, screening calls, and forwarding messages

Utilize Microsoft Office to prepare correspondence, generate high-quality reports, presentations, and other documents

Lead and develop the administrative team, fostering a culture of collaboration and high performance

Qualification

Microsoft Office SuiteMultitasking skillsConfidential information managementEvent logistics organizationOrganizational skillsCommunication skillsLeadership experienceSharePointSAPConcurITRIPFacilities RequestsIBUY

Required

High School Diploma or equivalent and 8 years of experience as an Executive Assistant or in a similar administrative support role

Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint, with advanced proficiency in Outlook calendar and Microsoft Teams

Strong organizational and multitasking skills

Strong attention to detail and a proactive approach to problem-solving

Excellent written and verbal communication skills

Ability to manage confidential information with discretion

Prior experience organizing logistics for meetings, conferences, and company events

US Citizenship required

Preferred

Associates/Bachelors degree with experience in business administration is a plus

Demonstrated expertise with enterprise intranet solutions such as SharePoint or equivalent, and familiarity with additional systems such as SAP, Concur, ITRIP, Facilities Requests, and IBUY

Advanced proficiency in compiling, analyzing, and generating reports and presentations beyond standard Microsoft Office capabilities

Proven ability to work autonomously in ambiguous, fast-paced environments, prioritizing multiple tasks and adapting to changing needs

Exceptional written and verbal communication skills, including meticulous proofreading and document review

Prior experience in a leadership capacity within an administrative or support function, contributing to operational improvements or team development