Aston Carter is hiring: Administrative Assistant in Village of Farmingdale

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Job Description

We are seeking a dedicated Administrative Assistant to support our executive leaders by managing complex calendars, coordinating meetings, and organizing travel itineraries. This role requires preparing agendas and briefing materials, as well as taking meeting notes to ensure follow-up on action items. You will serve as a gatekeeper and point of contact, managing correspondence and sensitive information with discretion. Additionally, you'll assist with marketing initiatives and maintain customer records.

Job Title: Administrative Assistant

Job Description

We are seeking a dedicated Administrative Assistant to support our executive leaders by managing complex calendars, coordinating meetings, and organizing travel itineraries. This role requires preparing agendas and briefing materials, as well as taking meeting notes to ensure follow-up on action items. You will serve as a gatekeeper and point of contact, managing correspondence and sensitive information with discretion. Additionally, you'll assist with marketing initiatives and maintain customer records.

Responsibilities

• Manage complex calendars for executive leaders, coordinating internal and external meetings, client appointments, and travel arrangements.
• 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.
• Act as a gatekeeper and point of contact between executives and internal staff, clients, and external partners.
• Manage sensitive information with discretion and assist with confidential projects.
• Organize and maintain electronic and physical files, ensuring easy access and version control.
• Assist in the creation and distribution of marketing materials, including email campaigns and social media content.
• Support the planning, testing, and execution of new marketing strategies.
• Coordinate all brand-related initiatives, including promotional items and advertising.
• Regularly update and maintain customer records in the CRM/database system.
• Research prospective and existing clients to assist the sales team and prepare materials.
• Assist with coordinating and participating in tradeshows, industry events, and client engagement activities.
• Regularly follow up with clients for upcoming job opportunities and project updates.
• Organize internal and external events, managing logistics and invitations.
• Assist executives with internal communications such as drafting memos and announcements.
  
  

Essential Skills

• At least 2 years supporting C-suite or Leadership personnel.
• Strong verbal and written communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Excellent time management and organizational skills.
• Professionalism, and a strong work ethic.
• Ability to manage multiple projects independently.
  
  

Additional Skills & Qualifications

• Experience 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

This role operates in a professional office setting, utilizing technology such as Microsoft Suite and CRM systems. The position requires a high level of discretion and professionalism, with a focus on excellent communication and organizational skills.

Pay and Benefits

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

• Medical, Dental, Vision and supplemental coverage from AFLAC
• 401{k) with a company match and no vesting period
• 100% company funded life insurance
• Vacation and sick time
• Generous holiday schedule
• Flexible office work hours
• Generous employee referral program
  
  

Workplace Type

This is a fully onsite position in Farmingdale,NY.

Application Deadline

This position is anticipated to close on Aug 26, 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 for other accommodation options.

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Staffing and Recruiting

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