Executive Assistant at Aston Carter

Lake Forest, California, United States -

Full Time

Start Date

Immediate

Expiry Date

30 May, 26

Salary

105000.0

Posted On

01 Mar, 26

Experience

10 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Calendar Management, Travel Coordination, Email Triage, Board Meeting Coordination, Expense Reporting, Office Logistics, AI Tools Proficiency, Confidentiality, Discretion, Stakeholder Interface, Contingency Planning, Workflow Automation, Systems Thinking, Judgment, Communication Skills

Industry

Staffing and Recruiting

Description

Job Title: Executive Assistant Job Description The Executive Assistant (EA) to the CEO is a mission-critical role responsible for enabling executive speed, decision quality, and organizational cadence. This role serves as a trusted operational partner to a CEO, managing complex logistics, information flow, and executive infrastructure with precision, discretion, and urgency. The EA operates with a high degree of autonomy, leverages advanced AI tools to increase productivity, and maintains absolute confidentiality in a Board-level environment. Responsibilities Own and proactively manage a fast-moving, high-density CEO calendar. Prioritize time based on strategic impact, Board cadence, and business urgency. Anticipate conflicts, rapidly re-sequence schedules, and protect executive focus. Coordinate across time zones and seasoned stakeholders seamlessly. Arrange complex domestic and international travel, including multi-city itineraries. Ensure travel efficiency, contingency planning, and alignment with CEO preferences. Manage logistics with precision to minimize disruption and maximize productivity. Triage and manage CEO email inbox with sound judgment and discretion. Draft responses, flag priority issues, and escalate appropriately. Maintain professional, timely communication on behalf of the CEO when needed. Coordinate Board meetings, executive sessions, and leadership offsites. Manage logistics, agendas, materials, and follow-ups. Support preparation, distribution, and secure handling of Board decks and documentation. Interface confidently with Board members and leaders. Manage CEO and C-Suite expense reporting accurately and efficiently. Ensure compliance with internal policies and audit expectations. Oversee executive office and related facility needs. Coordinate vendors, access, and office logistics to maintain a professional environment. Leverage AI tools for scheduling optimization, summarization, prioritization, and workflow automation. Continuously improve executive support processes through technology and systems thinking. Handle highly sensitive information with absolute discretion. Exercise mature judgment in ambiguous, high-stakes situations. Essential Skills 7-10+ years of experience supporting CEO or c-suite executives. High level of AI (artificial intelligence) proficiency and comfort using emerging tools to enhance productivity. Advanced proficiency in Outlook, Teams, Microsoft Office, and expense systems (Concur or any other similar system). Proven success supporting a high-speed, highly demanding executive. Experience in calendar management, expense reports, and travel arrangements - both domestic and international. Exposure to or experience working with a private equity firm or other outside investors highly preferred. Experience supporting multiple c-suite executives. Additional Skills & Qualifications Bachelor's Degree is a must-have. Ideally, experience in interfacing with private equity firms and outside investors. Work Environment The company was founded on principles of innovation, quality, and service and is in full growth mode. The work environment is fast-paced, with a hybrid work schedule requiring flexibility to accommodate executives' varied travel schedules. The role involves direct support to the CEO and ad-hoc support to other executives, interfacing with the private equity firm and outside investors. The company culture values honesty, loyalty, and investing in people, emphasizing growth and promoting from within. The ideal candidate must be organized, have excellent communication skills, and be adept with AI tools to enhance workplace efficiency. Job Type & Location This is a Permanent position based out of Lake Forest, CA. Pay and Benefits The pay range for this position is $85000.00 - $105000.00/yr. 5% AIP bonus for the year medical vision dental 401K + match Workplace Type This is a hybrid position in Lake Forest,CA. Application Deadline This position is anticipated to close on Mar 7, 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.

Responsibilities

This mission-critical role supports the CEO by managing complex logistics, information flow, and executive infrastructure with precision, discretion, and urgency to enable executive speed and decision quality. Key duties include owning the CEO's fast-moving calendar, coordinating complex domestic and international travel, triaging email, and managing Board meeting logistics.