Executive Admin Partner to CHRO

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

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.