Executive Assistant at Aston Carter

, California, United States -

Full Time

Start Date

Immediate

Expiry Date

01 Sep, 26

Salary

32.0

Posted On

03 Jun, 26

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Calendar Management, Travel Coordination, Expense Processing, Event Planning, Microsoft Outlook, Microsoft Office, Concur, Executive Support, Confidentiality, Written Communication, Verbal Communication, Time Management, Prioritization, Problem Solving, Attention To Detail, Professionalism

Industry

Staffing and Recruiting

Description

This Executive Assistant II role supports multiple Directors in Accounting and plays a critical part in enabling a high-performing, fast-paced organization. You will manage a high volume of complex administrative tasks, including sophisticated calendar management, domestic and international travel coordination, expense processing, and the planning of events such as team meetings, town halls, and other department gatherings. The position requires a customer-obsessed, highly motivated professional who can operate with minimal guidance, handle confidential information with discretion, and partner effectively with senior leaders. This is fully onsite in Culver City, CA. Responsibilities Provide comprehensive executive support to multiple Directors in Accounting, ensuring their day-to-day operations run smoothly and efficiently. Manage complex calendars for several leaders across multiple time zones using Microsoft Outlook, including scheduling, rescheduling, and prioritizing meetings and events. Monitor and track Director meetings, priorities, and emails, and act as a proxy when appropriate to ensure timely responses and follow-through on critical items. Effectively prioritize a high volume of incoming requests and information, ensuring that the appropriate level of urgency is applied to each task. Coordinate and manage extensive domestic and international travel, including flights, accommodations, ground transportation, and visa arrangements as needed. Prepare, submit, and reconcile expense reports, ideally using Concur, ensuring accuracy, timeliness, and compliance with company policies. Organize and execute team events, town halls, and other internal meetings, including logistics, invitations, materials, and on-site coordination. Support the planning and execution of meetings at headquarters and other locations, including managing later-day schedules when required for events or leadership meetings. Maintain a high level of professionalism and discretion when handling confidential information and interacting with senior professionals inside and outside the organization. Draft, edit, and proofread correspondence, presentations, and other documents, ensuring clear, concise, and professional communication. Switch seamlessly between tasks and priorities at short notice, maintaining accuracy and attention to detail in a fast-paced environment. Demonstrate strong ownership of tasks and processes, proactively identifying issues, proposing solutions, and driving actions to completion. Apply a bias for action by anticipating needs, resolving issues quickly, and responding promptly to time-sensitive requests. Insist on the highest standards in all administrative processes, continuously seeking ways to improve efficiency and quality. Support process improvements within the executive support function, and contribute ideas to streamline workflows and enhance productivity. Collaborate effectively with other assistants and cross-functional partners to coordinate schedules, share information, and support broader team initiatives. Maintain organized records, files, and documentation related to meetings, travel, expenses, and events. Adapt to evolving business needs, including potential changes in scope, responsibilities, or supported leaders over time. Essential Skills At least 5+ years of experience supporting senior leaders or senior management in an executive assistant or similar administrative role. Demonstrated experience managing complex calendars for multiple leaders across several time zones using Microsoft Outlook. Proven event planning experience, including organizing team events, town halls, and leadership meetings. Hands-on experience coordinating domestic and international travel, including arranging visas and handling last-minute changes. Experience preparing and managing expenses, ideally using Concur, with strong attention to accuracy and compliance. Excellent PC skills with strong working knowledge of Microsoft Office, including Outlook, Word, Excel, and PowerPoint. Impeccable attention to detail and the ability to complete a high volume of tasks and projects with minimal guidance. Strong verbal and written communication skills, with the ability to communicate clearly and professionally with senior stakeholders. Ability to make smart, timely decisions and to react with appropriate urgency to situations requiring quick turnaround. High levels of integrity and discretion in handling confidential and sensitive information. Demonstrated ability to switch gears quickly and manage changing priorities in a fast-paced environment. Proven track record of ownership, taking responsibility for tasks and seeing them through to completion. Demonstrated bias for action, with a proactive approach to problem solving and task execution. Commitment to insisting on the highest standards in work quality, accuracy, and professionalism. High school diploma or equivalent as a minimum educational requirement. Work Environment This is a full-time, on-site Executive Assistant II position based in a corporate office environment. The standard schedule is Monday through Friday, generally from 9:00 a.m. to 5:00 p.m., with flexibility to skew later for events and headquarters meetings as needed. The role requires approximately 40 hours per week with no overtime expected. You will work closely with senior leaders in Accounting and collaborate with a broader team of professionals across the organization. The environment is fast-paced and high-performing, with a strong emphasis on ownership, bias for action, and maintaining high standards. You will use tools such as Microsoft Office, Outlook, Concur, and potentially SharePoint on a daily basis. The organization promotes a culture of inclusion, with employee-led affinity groups, ongoing learning experiences, and a strong focus on mentorship and career growth. Work-life balance is highly valued, with an emphasis on productivity and well-being rather than time spent online or in the office. Job Type & Location This is a Contract position based out of Culver City, CA. Pay and Benefits The pay range for this position is $32.00 - $32.00/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 fully onsite position in Culver City,CA. Application Deadline This position is anticipated to close on Jun 16, 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® 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 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.

Responsibilities

Provide comprehensive administrative support to multiple Accounting Directors, including complex calendar and travel management. Organize team events and town halls while handling confidential information with high discretion.