Senior Executive Assistant

Job Description

This Senior Executive Assistant role provides high-level administrative support to Senior executives and department leadership in a dynamic, growing financial services environment.

The position focuses on complex calendar management, meeting and travel coordination, and the preparation of executive-level communications and documents.

The Senior Executive Assistant serves as a key liaison between executives, internal teams, and external partners, ensuring smooth operations, strong communication, and efficient administrative processes.

Responsibilities

• Provide high-level administrative support to executives and department leadership, ensuring day-to-day operations run smoothly.
• Manage complex calendars for VP, SVP, and C-level executives, including scheduling meetings, coordinating appointments, and resolving conflicts across multiple stakeholders.
• Arrange and coordinate domestic travel, including detailed itineraries, accommodations, transportation, and related logistics.
• Prepare and process expense reports and support expense tracking and budget administration related to executive travel and activities.
• Develop, format, and edit meeting agendas, presentations, reports, correspondence, and other executive-level communications.
• Attend meetings as needed, document key discussion points and action items, and distribute accurate and timely meeting minutes.
• Maintain confidential records, files, and sensitive business information with the highest level of discretion and professionalism.
• Assist with invoice processing, vendor coordination, and other administrative tasks that support department operations and budgets.
• Serve as a liaison between executives, employees, customers, and external business partners to facilitate effective communication and follow-through.
• Coordinate department events, leadership meetings, and special projects, including logistics, materials, and communication.
• Support board meeting coordination, including scheduling, materials preparation, and documentation of minutes when required.
• Manage heavy prioritization and gatekeeping responsibilities, screening requests, and determining appropriate access to executives.
• Coordinate cross-functional projects and initiatives, ensuring timelines, deliverables, and communications remain on track.
• Draft, proofread, and refine executive communications to internal and external stakeholders.
• Identify opportunities to improve administrative processes, tools, and workflows, and contribute to operational efficiency initiatives.

Essential Skills

• Minimum of 3+ years of experience in executive administration, executive assistant, or departmental coordination roles.
• Proven experience providing administrative support to VP, SVP, or C-level executives.
• Demonstrated expertise in complex calendar management, including scheduling across multiple stakeholders and time constraints.
• Experience with travel coordination and expense reporting, including creating itineraries and processing related expenses.
• Strong background in meeting scheduling and logistics, including preparing agendas and coordinating required materials.
• Advanced proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and Power Point.
• Ability to prepare professional presentations, reports, and other documents with a high level of accuracy and polish.
• Experience managing confidential correspondence and handling sensitive information with discretion.
• Strong organizational and time management skills, with the ability to manage multiple priorities and deadlines.
• Excellent written and verbal communication skills suitable for executive-level interactions.
• Demonstrated attention to detail and a strong commitment to accuracy in all work products.
• Proven ability to support multiple leaders simultaneously and manage competing priorities in a deadline-driven environment.
• Additional Skills & Qualifications
• Previous experience in a banking, credit union, financial services, or highly regulated environment is preferred.
• Experience coordinating board meetings, including scheduling, materials preparation, and minute-taking, is highly valued.
• background in cross-functional project coordination and collaboration with multiple departments.
• Experience with vendor coordination and event management in a corporate setting.
• Demonstrated ability to act as a gatekeeper for Senior leaders, including prioritizing requests and managing access.
• Proactive mindset with a focus on identifying and implementing improvements to administrative processes and efficiency.
• Comfort working closely with Senior leadership and adapting to evolving priorities and expectations.

Work Environment

This role operates within a professional corporate office environment in a hybrid work model, typically requiring 2–3 days per week in the office.

The position supports Senior and C-suite leaders in a growing financial services organization, offering exposure to strategic initiatives and executive-level operations.

The work involves regular use of Microsoft Office tools and other standard office technologies to manage calendars, documents, and communications.

The environment is fast-paced and deadline-driven, with frequent interaction across departments and with external partners, while maintaining a polished, professional demeanor and attire appropriate for a corporate setting.

Job Type & Location

This is a Contract to Hire position based out of Bedford, TX.

Pay and Benefits

The pay range for this position is $35.00 - $45.00/hr.

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.

Eligibility requirements apply to some benefits and may depend on your jobclassification and length of employment.

Benefits are subject to change and may besubject to specific elections, plan, or program terms.

• If eligible, the benefitsavailable for this temporary role may include the following:
• 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)
• Workplace Type

This is a hybrid position in Bedford, TX.

Application Deadline

This position is anticipated to close on Sep 10, 2026.

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 Clearly Rated 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.

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