[Hiring] Admin Coordinator @Aston Carter

Role Description

The Admin Coordinator provides comprehensive administrative support in a fully remote environment, managing complex calendars, coordinating domestic and international travel, and handling expense reporting. This role supports multiple individuals and leaders, coordinates management processes such as goal setting and reviews, and leads administrative projects that keep the team organized and on track. The position offers exposure to a unique industry and valuable networking opportunities while working with diverse stakeholders across different time zones.

• Manage multiple and complex calendars for several individuals, including scheduling and rescheduling meetings across different time zones.
• Coordinate domestic and international travel arrangements, including flights, accommodations, ground transportation, and related logistics.
• Prepare, process, and track expense reports in a timely and accurate manner.
• Provide complex administrative support to leadership, including assisting with coordination of management activities such as focal reviews, goals, and department or staff objectives.
• Independently coordinate calendared meetings, including recurring and ad hoc meetings, ensuring all stakeholders receive timely invitations and updates.
• Plan and coordinate complex onsite and offsite meetings, including logistics, materials, agendas, and follow-up actions.
• Lead and support administrative projects, providing regular status and activity reports to management.
• Assist staff members with compiling documents for submissions, including formatting, organizing, and distributing submission materials.
• Take, transcribe, and distribute meeting minutes, ensuring accuracy and timely circulation to all relevant parties.
• Track projects and related elements such as budgets, databases, and timelines, helping ensure milestones and deadlines are met.
• Recognize shifting priorities for the staff you support and reorganize schedules, tasks, and activities accordingly.
• Identify potential issues proactively, track action items, and provide ongoing communication to the team to help keep projects on track.
• Look for areas of continuous improvement in administrative processes and propose or implement enhancements.
• Use multiple computer systems and tools to manage information, schedules, and documentation efficiently.
• Interact professionally with outside vendors and various levels of internal management, serving as a reliable point of contact and coordinator.

Qualifications

• Proven administrative support experience, preferably supporting multiple individuals simultaneously.
• Strong time management skills, with the ability to prioritize tasks and manage competing deadlines.
• Demonstrated experience in calendar management, including complex scheduling and coordination across time zones.
• Experience tracking action items and ensuring follow-up and completion.
• Proficiency with the Microsoft Office suite, including Outlook, Word, Excel, and PowerPoint, in an office setting.
• Ability to work comfortably with multiple computer systems and adapt quickly to new tools and platforms.
• Comfort working in ambiguous situations, with the ability to shift gears as priorities change.
• Skill in recognizing and reorganizing priorities for the staff being supported.
• Proactive mindset with the ability to identify potential issues before they escalate.
• Strong communication skills, including the ability to provide ongoing updates to keep teams aligned.
• Attention to detail in tasks such as meeting minutes, document formatting, and project tracking.
• Minimum education: High school diploma or GED.
• Qualification options: Associate degree and 2 years of experience, OR completion of 2 years in a technical school setting with hands-on experience, OR High school diploma / GED and 4 years of experience.

Requirements

• Experience supporting multiple individuals in a corporate or similar environment.
• Previous experience within this industry or a similar corporate setting.
• Experience coordinating and tracking complex calendars and schedules.
• Experience working with budget tracking, databases, and project timelines.
• Ability to compile, format, and distribute documents for formal submissions.
• Experience taking and transcribing meeting minutes and distributing them to stakeholders.
• Demonstrated ability to interact effectively with vendors and various levels of management.
• Interest in gaining unique industry experience and expanding professional networks.
• Comfort working in a fully remote environment and flexing to business time zones outside of one's own when needed.

Benefits

• 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)

Company Description

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.