Description

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This position will provide temporary support to senior leaders in the Global Data Team, while collaborating with a team of Executive Assistants. Responsibilities include administrative excellence in the delivery of calendar management, superior administrative work, travel and logistics, expenses, technical support, communications, and partner support. Predominantly, this is a scheduling-heavy role.\n\nCandidates who thrive in a fast-paced global work environment, can successfully manage competing priorities, work well with short deadlines, follow specific instructions, and diplomatically enforce key calendaring guidelines will find this role rewarding.\nThe role is both fast-paced and methodical, requiring a special set of skills to stay on top of both the urgent and important requests. Exceptional administrative routines and best practices are critical to managing the high volume of requests and ensuring partners are well-informed. Those who enjoy structure, problem solving, learning new skills, communicating and tracking progress are well suited to flourish and succeed in this heavily calendar-focused role.\n\nAs this is a hybrid position (in-office 3 days a week, minimum), it is critical the successful candidate be self-motivated, ambidextrous, and extremely well organized to optimize their time with the Executive. Excellent note taking, prioritization, and attention to detail are critical.\n\nCore Responsibilities\nCalendar Management (80%)\n•\tManage complex, high-volume scheduling for the Chief Data Officer (CDO)\n•\tUse Excel-based tracking tools for time prioritization\n•\tCoordinate standing meetings (weekly, monthly, quarterly, annual)\n•\tBlock time for reviews, travel, and deep work\n•\tProvide twice-weekly updates to the CDO on scheduling priorities\n•\tSolve scheduling conflicts and protect time blocks\n•\tPrepare materials in advance of meetings\nAdministrative Excellence\n•\tSummarize complex issues concisely\n•\tMaintain distribution lists and manage delegate coverage\n•\tCollaborate with other EAs and internal stakeholders\n•\tUse GenAI tools (e.g., Copilot), MS Teams, and New Outlook\n•\tFormat documents and manage records\n•\tDraft correspondence and prepare meeting materials\nTravel & Logistics (20%)\n•\tPlan monthly travel: flights, hotels, ground transport\n•\tPrepare travel summaries and ensure compliance with Visa’s booking policies\n•\tCoordinate international travel documentation and preferences\n•\tArrange catering and workspace bookings\nExpense Management\n•\tFile and manage CDO’s expenses using Concur\n•\tEnsure accuracy in currency, context, and documentation\n•\tHandle group expenses and milestone purchases\nTechnical Support\n•\tTroubleshoot or escalate tech issues, especially during travel\n•\tLiaise with IT and anticipate technical needs\nCommunication & Admin Management\n•\tProvide clear, timely updates on tasks and obstacles\n•\tTake meeting notes and track action items\n•\tLiaise with hosts and plan logistics for executive events\n\nPartner Support\n•\tRespond professionally and promptly to internal/external stakeholders\n•\tManage VIP guest logistics and contact information

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Skills

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Calendar management, Administrative support, Outlook, Microsoft office, Executive support, Microsoft, Concur, Travel management

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Top Skills Details

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Calendar management,Administrative support,Outlook,Microsoft office,Executive support,Microsoft

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Additional Skills & Qualifications

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Preferred Qualifications\n•\t10+ years of experience in global/multinational organizations\n•\tStrong calendar management for senior executives\n•\tExcellent written and verbal communication \n•\tProficiency in:\n•\tNew Outlook\n•\tExcel (moderate level: formatting, merging cells, color coding)\n•\tPowerPoint\n•\tExperience with:\n•\tConcur\n•\tBudget tracking and financial reporting\n•\tInternal audits and compliance\n•\tSelf-motivated, organized, and detail-oriented\n•\tStrong interpersonal and problem-solving skills

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Experience Level

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Intermediate Level

Pay and Benefits

The pay range for this position is $30.00 - $34.00/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 Foster City,CA.

Application Deadline

This position is anticipated to close on Jun 26, 2025.

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\n\nAbout Aston Carter:\n

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.

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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.

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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.

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