Executive Assistant

Job Title: Executive Assistant

Job Description

The Executive Assistant will support company leadership in a rapidly growing, fast-paced organization. This newly created role exists to centralize and streamline responsibilities that were previously spread across multiple employees. The Executive Assistant will act as a trusted partner to executives, taking ownership of calendar management, travel coordination, meeting preparation, action item tracking, and a wide range of administrative projects. The person in this role will proactively organize schedules, resolve conflicts, coordinate meetings, and ensure leadership remains focused on strategic priorities rather than administrative tasks.

Responsibilities

• Manage complex executive calendars in Microsoft Outlook, ensuring schedules are accurate, up to date, and aligned with business priorities.
• Coordinate internal and external meetings, including scheduling, sending invitations, and confirming attendance.
• Identify and resolve scheduling conflicts in advance, prioritize competing requests, and prevent double or triple bookings.
• Prepare executives for meetings by ensuring agendas, presentations, and supporting materials are organized and available beforehand.
• Coordinate domestic travel for executives, including booking flights, hotels, and ground transportation, and creating clear, efficient itineraries.
• Adjust travel plans as needed, handling changes, delays, and logistical challenges while minimizing disruption to executive schedules.
• Support expense tracking by organizing receipts, maintaining documentation, and assisting with expense reporting as needed.
• Maintain action item trackers and follow-up lists for executives, ensuring tasks, projects, and commitments are monitored and completed on time.
• Conduct research and gather information to support leadership requests and decision-making.
• Assist with administrative projects as company needs evolve, contributing to process improvements and organizational efficiency.
• Support event coordination, including venue research, logistics planning, and basic administrative support for executive events and meetings.
• Serve as a reliable organizational resource for executive leadership, creating structure and organization for fast-paced executives.
• Manage documentation and office administration tasks that help maintain smooth day-to-day operations.
• Collaborate with multiple leaders and departments to ensure clear communication and alignment on schedules, priorities, and deliverables.

Essential Skills

• 1–3 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 Microsoft Excel skills, including tracking, sorting, and maintaining information in spreadsheets.
• Demonstrated experience in executive calendar management and scheduling in a fast-paced environment.
• Experience coordinating domestic travel, including flights, hotels, and itineraries.
• Excellent verbal and written communication skills, with the ability to communicate clearly and professionally with executives and stakeholders.
• Strong organizational skills and the ability to prioritize effectively in the face of competing demands.
• Proven ability to manage multiple tasks simultaneously while maintaining accuracy and attention to detail.
• Self-motivated and comfortable working independently with minimal supervision.
• Strong problem-solving and critical-thinking skills, with the ability to anticipate needs and address issues proactively.
• Ability to adapt to different leadership and communication styles and build strong working relationships.
• Professional demeanor, reliability, and a high level of discretion and confidentiality.
• High attention to detail and a commitment to delivering polished, accurate work.

Additional Skills & Qualifications

• Experience providing executive-facing administrative support in a growing or entrepreneurial organization.
• Experience in office administration, event coordination, or action item tracking.
• Ability to think through logistics and design efficient travel plans rather than simply selecting the lowest-cost options.
• Comfort with maintaining documentation and supporting expense processes.
• Initiative to identify opportunities to improve executive productivity and organizational efficiency.
• Adaptability to evolving company needs and willingness to take on diverse responsibilities beyond traditional administrative tasks.
• No formal degree requirement; demonstrated experience, professionalism, adaptability, and initiative are prioritized over education.
• Interest in growing alongside a rapidly expanding organization and gaining exposure to executive decision-making and business operations.

Work Environment

This role operates in a fast-paced, growing organization with a collaborative and entrepreneurial culture. The Executive Assistant will work primarily onsite in an executive-facing position supporting multiple leaders and interacting frequently across departments. The environment requires adaptability, comfort with changing priorities, and a high level of initiative and independent problem-solving. The leadership team values ownership, reliability, and the ability to create structure and organization in a dynamic setting, offering significant visibility, impact, and the opportunity to become a trusted right-hand partner to company leadership.

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)

Workplace Type

This is a fully onsite position in Poway,CA.

Application Deadline

This position is anticipated to close on Sep 28, 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 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 [email protected] 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.