Executive Admin to CHRO — Strategic, Confidential Support

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

Job summary

Aston Carter is seeking a polished Executive Administrative Assistant to support the CHRO in Pasadena, CA. This role sits at the center of the leadership team, handling calendars, presentations, and confidential communications with precision and discretion.

You will coordinate meetings, manage expense reporting, and assist with travel logistics. The ideal candidate is proactive, tech-savvy, and able to prioritize competing priorities in a fast-paced environment.

Qualifications

• 2+ years of executive or administrative support experience.
• Proficiency in Microsoft Outlook, Excel and PowerPoint.
• Familiarity with or interest in AI tools (e.g., ChatGPT) for productivity.
• Experience managing calendars and scheduling for executives.
• Experience with expense reporting and business operations processes.

Responsibilities

• Manage complex executive calendars with internal and external stakeholders.
• Prepare and edit executive PowerPoint presentations and reports, incorporating AI tools.
• Coordinate meetings and high-level communications.
• Handle expense reporting and track HR/executive expenses.
• Support file management and process coordination for leadership initiatives.
• Assist with international travel logistics and executive travel planning.
• Draft and send professional communications on behalf of leadership.
• Prioritize tasks as a gatekeeper and ensure timely follow-up.
• Maintain confidentiality handling sensitive HR information.

Skills

Executive support

Calendar management

Attention to detail

Discretion

Proactive communication

Tools

Outlook

Excel

PowerPoint

AI tools (ChatGPT)

Job description

Aston Carter is seeking a polished Executive Administrative Assistant to support the CHRO in Pasadena, CA. This role sits at the center of the leadership team, handling calendars, presentations, and confidential communications with precision and discretion.

You will coordinate meetings, manage expense reporting, and assist with travel logistics. The ideal candidate is proactive, tech-savvy, and able to prioritize competing priorities in a fast-paced environment.