Executive/office Administrative Assistant

Job Description

Job Description

Job Title: Office/Executive Administrative Assistant

Responsibilities

Executive Assistant Responsibilities include but are not limited to –

• Assisting the office VP and Directors– Calendar, expenses, travel, meeting planning, leadership mtg + agenda and special projects. Updating the VP on any office information they need to be aware of along with general organization and coordination support.
• Establishing and maintaining relationships with other Executive Assistants at Unilever and at the customer.

Office Management Responsibilities include but are not limited to –

• IT Contact – Work with and be the contact tech liaison for any work required in the office including replacing equipment, contacting IT when we have an office IT problem etc. Make sure all laptops and other equipment are available and returned during team transition.

R&D Kitchen Facility Coordinator

• Work with the R&D team to order food, samples, etc for the kitchen facility.

Townhalls

• Schedule, help to set up room, screens, anything needed.
• Support compiling slides and any other slides the VP or Director needs to cover.

Sample Shipment

• Contact for shipping bills, changes to account, supplies etc.

Office Correspondence

• For Team from VP, Office Management or corporate etc.
• Help to get product ordered, baskets made and schedule pickups. Overseeing and helping to organize anything we do as a team.

Office Meals

• Ordering and organizing all office meals.
• Helping the Directors/ Employees - with special projects when requested.
• Meeting / Event Coordination – support leaders with meeting coordination, catering, events, etc.

Essential Skills

• Great organizational skills and familiarity with shared calendar planning, excellent computer skills, general office tasks, and excel at both verbal and written communication.
• Think a step ahead on what needs could come up and be proactive and ready to resolve.
• Most importantly, have a genuine desire to meet the needs of others and help the TEAM succeed!

Work Environment

This position is a hybrid role (2 days onsite, 3 days virtual) and as needed to support leaders with on-site activities! Can be based in Hoboken, NJ or Englewood Cliffs, NJ locations!

This position is moving extremely fast as this is an urgent need for the client. If interested, please send over your most up to date resume to ktrivigno @astoncarter.com along with your availability for a 10-minute phone call.

Pay and Benefits

The pay range for this position is $30.00 - $42.00/hr.

Eligibility requirements apply to some benefits and may depend on your job
classification and length of employment. Benefits are subject to change and may be
subject to specific elections, plan, or program terms. If eligible, the benefits
available 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 Hoboken,NJ.

Application Deadline

This position is anticipated to close on Aug 18, 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 [email protected] for other accommodation options.