Executive Assistant

Executive Assistant / Office Manager

Job Description

We are seeking a highly organized, proactive, and detail-oriented Executive Assistant / Office Manager to provide comprehensive support to senior leadership while overseeing day-to-day office operations. This position combines executive support, office management, operations coordination, and administrative accounting responsibilities. The ideal candidate brings a no task too small mindset, thrives in a fast-paced environment, anticipates needs before they arise, and enjoys serving as a trusted partner across the organization.

Responsibilities

• Provide direct administrative support to senior leadership, including Managing Partners and executive team members.
• Manage complex executive calendars by scheduling meetings, coordinating internal and external appointments, and resolving conflicts.
• Arrange domestic and international travel, including booking flights, hotels, ground transportation, and preparing detailed itineraries.
• Manage executive inboxes by prioritizing communications, tracking action items, and ensuring timely follow-up.
• Prepare meeting agendas, presentations, reports, and professional correspondence for internal and external stakeholders.
• Track executive priorities, deadlines, and ongoing projects to ensure alignment, progress, and timely completion.
• Coordinate occasional personal scheduling needs, including family travel logistics and calendar management, as appropriate.
• Serve as the primary point of contact for office operations and facilities management, ensuring a well-run and professional environment.
• Manage office supplies, equipment, and vendor relationships to support smooth day-to-day operations.
• Coordinate incoming and outgoing mail, shipments, and deliveries, ensuring accurate and timely handling.
• Oversee conference room scheduling and office logistics to support meetings and collaborative work.
• Coordinate catering and hospitality for meetings, client visits, and events, ensuring a polished guest experience.
• Manage the office visitor experience, including greeting guests and organizing executive hosting arrangements.
• Support company events, team meetings, and off-site functions through logistical planning and coordination.
• Assist with CRM management, including data entry, reporting, and maintenance of prospect and investor information.
• Support fundraising initiatives by tracking outreach activities, maintaining pipeline reports, and updating fundraising heatmaps.
• Coordinate special projects and cross-functional operational initiatives as assigned by leadership.
• Develop, document, and maintain administrative and operational processes to improve efficiency and consistency.
• Monitor vendor contracts, renewals, invoices, and service agreements to ensure continuity of services and accurate records.
• Support operational reporting and business process documentation to enhance transparency and accountability.
• Process executive and employee expense reports accurately and in a timely manner.
• Assist with accounts payable functions, including collecting invoices, coding them appropriately, and submitting for approval.
• Track corporate credit card expenses and reconcile supporting documentation to maintain accurate records.
• Coordinate payment requests and maintain up-to-date vendor records.
• Support budget tracking and preparation of administrative spending reports.
• Maintain organized financial and operational records to support audit and reporting requirements.
• Assist with coordination and document management related to SEC and other regulatory filings.
• Maintain compliance records and ensure required documentation is organized, current, and easily accessible.
• Support annual compliance reviews, vendor due diligence efforts, and internal audit requests.
• Assist with policy administration and help ensure adherence to regulatory requirements.
• Coordinate completion of required certifications, registrations, and other compliance-related documentation.

Essential Skills

• Minimum of 5+ years of experience as an Executive Assistant, Office Manager, Operations Coordinator, or in a similar role supporting senior executives.
• Demonstrated ability to manage multiple priorities and tasks with minimal supervision.
• Strong organizational skills with exceptional attention to detail and follow-through.
• Proven experience supporting executive calendars, complex travel arrangements, and confidential communications.
• Exposure to office operations, vendor management, and general business administration.
• Experience with expense reporting, invoice processing, or accounting administration.
• Familiarity with CRM systems such as Salesforce, HubSpot, Affinity, or similar platforms.
• Experience supporting compliance, regulatory, legal, or financial services environments.
• Advanced proficiency with Microsoft Office Suite, including Outlook, Excel, PowerPoint, and Teams.
• Highly proactive, resourceful, and solutions-oriented approach to problem-solving.
• Strong sense of ownership and accountability for tasks and outcomes.
• Professional and polished demeanor with the ability to maintain strict confidentiality.
• Comfortable interacting with executives, investors, vendors, and other external stakeholders.
• Ability to operate independently while contributing to and supporting a collaborative team environment.
• A no task too small attitude and willingness to jump in wherever needed.

Additional Skills & Qualifications

• Prior experience in a fast-paced, high-growth, or entrepreneurial environment is beneficial.
• Background working within financial services, regulatory, or legal settings is a plus.
• Ability to develop and refine processes and workflows to improve operational efficiency.
• Strong written and verbal communication skills suitable for executive-level correspondence.
• High level of discretion when handling sensitive information and confidential matters.
• Comfort with adapting to evolving priorities and taking initiative in ambiguous situations.

Job Type & Location

This is a Permanent position based out of Baltimore, MD.

Pay and Benefits

The pay range for this position is $90000.00 - $100000.00/yr.

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.

Pay 100% premiums for healthcare for them and families (they will cover out of pocket premiums for employee on spouse insurance as a reimbursement) 7% SEP IRA contribution requires no contribution Flexible time off policy (unlimited but not unlimited) Holidays on all the stock market holidays

Job Type & Location

This is a Permanent position based out of Baltimore, MD.

Application Deadline

This position is anticipated to close on Nov 6, 2026.

Workplace Type

This is a fully onsite position in Baltimore,MD.

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.