Administrative Assistant

Aston Carter; Pasadena (CA); On-site; USD 41,000 - 48,000; Full time

Benefits offered by this job

Medical, dental & vision

401(k) Retirement Plan

Life Insurance

PTO / Vacation

Job summary

Aston Carter seeks an Executive Administrative Assistant to support the CHRO in a fast-paced, executive environment. This role sits at the center of the leadership team, demanding urgency, ownership, and confidentiality while coordinating HR and executive operations.

You will manage calendars, prepare presentations with AI-assisted tools, coordinate meetings, handle travel logistics, and draft confidential communications, interacting with executives daily.

Qualifications

• 2+ years of executive or administrative support experience.
• Proficient in Microsoft Office; Outlook, Excel, PowerPoint.
• Experience or interest in AI tools (e.g., ChatGPT) for productivity.
• Experience managing calendars in a fast-paced environment.
• Exposure to expense reporting and business operations.

Responsibilities

• Manage complex and ever-changing executive calendars, including scheduling with internal leadership and external stakeholders.
• Prepare and edit executive-level presentations and reports, including AI tools to enhance efficiency and quality.
• Coordinate meetings, leadership presentations, and high-level communications.
• Handle expense reporting and track transactions across HR and executive team expenses.
• Support file management, document organization, and process coordination for leadership initiatives.
• Assist with light coordination of international travel logistics and executive travel planning.
• Draft and send professional communications on behalf of leadership.
• Act as a gatekeeper and strategic partner prioritizing tasks and ensuring timely follow-up.
• Maintain strict confidentiality when handling sensitive HR and business information.

Skills

Executive support

Calendar management

Attention to detail

Discretion

Communication

Travel coordination

Prioritization

Tech-savvy

Tools

PowerPoint

Excel

Outlook

Job description

Overview

We are seeking a highly polished and proactive Executive Administrative Assistant to support the CHRO in a fast-paced, executive environment. This role sits at the center of a dynamic leadership team and requires someone who thrives on organization, operates with urgency, and brings a strong sense of ownership to everything they do. This is a highly visible role supporting senior leadership across HR and executive operations, with exposure to confidential business initiatives, executive presentations, and cross-functional coordination.

Key Responsibilities

• Manage complex and ever-changing executive calendars, including scheduling with internal leadership and external stakeholders

• Prepare and edit executive-level presentations (PowerPoint) and reports, including incorporating AI tools to enhance efficiency and quality

• Coordinate meetings, leadership presentations, and high-level communications

• Handle expense reporting (TravelBank) and track transactions across HR and executive team expenses

• Support file management, document organization, and process coordination for leadership initiatives

• Assist with light coordination of international travel logistics (including China-based coordination) and executive travel planning

• Draft and send professional communications on behalf of leadership (email/text)

• Act as a gatekeeper and strategic partnerprioritizing tasks and ensuring timely follow-up across competing priorities

• Maintain strict confidentiality when handling sensitive HR and business information

Qualifications

• 2+ years of executive or administrative support experience (supporting leadership preferred)

• Strong proficiency in Microsoft Office (especially Outlook, Excel, PowerPoint)

• Experience using or interest in AI tools (e.g., ChatGPT) for productivity and presentations is highly preferred

• Experience supporting calendar management and executive scheduling in a fast-paced environment

• Exposure to expense reporting and business operations processes

What Were Looking For

• Strong sense of urgency and proactive mindset - you anticipate needs instead of reacting

• Loves to organize and has extreme attention to detail (type A mindset)

• Clear, concise communicator - direct, to-the-point, but still approachable

• Tech-savvy and comfortable learning new tools quickly

• Able to confidently interact with executives and leadership teams

• High level of discretion and professionalism handling confidential HR matters

• Someone who enjoys being in an administrative/executive support career path long-term

Job Type & Location

This is a Contract to Hire position based out of Pasadena, CA.

Pay and Benefits

The pay range for this position is $30.00 - $35.00/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 to Hire position based out of Pasadena, CA.

Application Deadline

This position is anticipated to close on Oct 30, 2026.

Workplace Type

This is a fully onsite position in Pasadena,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 [e-mail] ([e-mail]) 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.