Executive Assistant

Job Title: Executive Assistant

Job Description

This Executive Assistant role supports company leadership in a rapidly growing organization by taking ownership of calendar management, travel coordination, meeting preparation, action item tracking, and a wide range of administrative responsibilities. The position has been created as the organization scales and separates duties that were previously distributed across multiple employees. You will act as a trusted partner to executives, proactively organizing schedules, resolving conflicts, coordinating meetings, and ensuring leaders stay focused on strategic priorities rather than administrative tasks.

Responsibilities

• Manage complex executive calendars in Microsoft Outlook, including scheduling, updating, and monitoring appointments.
• Coordinate internal and external meetings, ensuring appropriate participants, locations, and technology are arranged.
• Resolve scheduling conflicts and prioritize competing requests to protect executive time and support business priorities.
• Prevent double and triple bookings by proactively reviewing calendars and anticipating potential conflicts.
• Prepare executives for meetings by ensuring necessary materials, documents, and information are available in advance.
• Coordinate domestic travel, including booking flights, hotels, and ground transportation, and creating detailed itineraries.
• Align travel plans with executive schedules and meetings, thinking through logistics to create efficient, practical itineraries rather than simply choosing the lowest-cost options.
• Handle travel changes, delays, and adjustments, updating itineraries and communicating changes to relevant stakeholders.
• Support expense tracking and receipt organization, helping maintain accurate documentation for reimbursements and reporting.
• Maintain executive action item and project tracking, including follow-up lists and status updates for leadership.
• Conduct research and gather information to support leadership requests and decision-making.
• Assist with administrative projects as company needs evolve, adapting to new priorities and responsibilities.
• Support event coordination, including venue research and logistical planning for executive and company events.
• Manage documentation and administrative files to create structure and organization for fast-paced executives.
• Serve as a reliable organizational resource for executive leadership, providing consistent support and follow-through.
• Create organization and structure around executive workflows to enhance productivity and efficiency.

Essential Skills

• 13 years of experience in administrative support, executive assistance, office coordination, or a closely related role.
• Strong proficiency with Microsoft Outlook, including managing complex calendars and coordinating meetings.
• Basic skills with Microsoft Excel, including tracking, sorting, and maintaining information in spreadsheets.
• Experience with travel coordination, including booking domestic flights, hotels, and creating itineraries.
• Demonstrated ability to manage multiple tasks simultaneously in a fast-paced environment.
• Excellent verbal and written communication skills for clear, professional interactions with executives and stakeholders.
• Strong organizational and prioritization abilities, with a focus on accuracy and follow-through.
• Proven problem-solving and critical-thinking skills to anticipate issues and propose practical solutions.
• Ability to adapt to different leadership and communication styles while maintaining effective working relationships.
• Professional demeanor and high attention to detail in all aspects of work.
• Self-motivation and comfort working independently with a high level of ownership and accountability.

Additional Skills & Qualifications

• Experience providing executive administrative support in a growing or fast-paced organization.
• Experience in office administration, including documentation management and expense support.
• Familiarity with event coordination, including venue research and logistics planning.
• Ability to create structure and organization for executives with diverse and evolving responsibilities.
• No formal degree requirement; relevant experience, professionalism, adaptability, and initiative are prioritized.
• Comfort serving in an executive-facing role with visibility to leadership and cross-functional teams.
• Interest in growing alongside an expanding organization and taking on diverse responsibilities beyond traditional administrative tasks.

Job Type & Location

This is a Contract position based out of Poway, CA.

Pay and Benefits

The pay range for this position is $24.00 - $28.00/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 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)

Job Type & Location

This is a Contract position based out of Poway, CA.

Application Deadline

This position is anticipated to close on Nov 23, 2026.

Workplace Type

This is a fully onsite position in Poway,CA.

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.