Executive Administrative Assistant

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

Benefits offered by this job

Medical, dental & vision

401(k) Retirement Plan

Paid time off

Job summary

Aston Carter is seeking an Executive Administrative Assistant to support the CHRO in a fast-paced, executive environment in Pasadena, CA. This contract-to-hire role centers on organization, urgency, and ownership, with exposure to confidential initiatives and cross-functional coordination.

You'll manage calendars, prepare leadership presentations, coordinate meetings, and handle expense reporting while working closely with senior leadership and international travel logistics.

Qualifications

• 2-4 years of executive or administrative support experience.
• Strong proficiency in Microsoft Office, esp. Outlook, Excel and PowerPoint.
• Experience with or interest in AI tools for productivity and presentations is highly preferred.

Responsibilities

• Manage complex executive calendars with internal and external stakeholders.
• Prepare and edit executive-level PowerPoint presentations and reports.
• Coordinate meetings and high-level communications for leadership.
• Handle expense reporting and track HR and executive expenses.
• Assist with light international travel logistics and executive travel planning.
• Draft professional communications on behalf of leadership.
• Maintain strict confidentiality of sensitive HR and business information.

Skills

Executive support

Calendar management

MS Office

AI tools

Discretion & confidentiality

Communication

Interpersonal skills

Tools

TravelBank

Job description

About this job

We are seeking a highly polished and proactive Executive Administrative Assistant to support the Chief Human Resources Officer (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.

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, incorporating 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, including China-based coordination, and executive travel planning.
• Draft and send professional communications on behalf of leadership.
• 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.
• 2-4 years of executive or administrative support experience, preferably supporting leadership or executives.
• Strong proficiency in Microsoft Office, especially Outlook, Excel, and PowerPoint.
• Experience using or interest in AI tools 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.
• Strong sense of urgency and proactive mindset, anticipating needs instead of reacting.
• Excellent organizational and interpersonal skills.
• Clear, concise communicatordirect, 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 in handling confidential HR matters.
• Enjoys being in an administrative/executive support career path long-term.

Additional Skills & Qualifications

• Proficiency in Microsoft Office, including Outlook, Excel, and PowerPoint.
• Experience with expense reporting tools, such as TravelBank.
• Familiarity with AI tools for enhancing productivity and presentations.
• Strong organizational skills and a proactive mindset.
• Comfortable interacting with executives and leadership teams.

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.

• 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)

Application Deadline

This position is anticipated to close on Nov 6, 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] 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.

U.S. Bureau of Labor Statistics, for Executive Secretaries and Executive Administrative Assistants, the occupation this job title matches. It describes the occupation, not this job.

The median wage for Executive Secretaries and Executive Administrative Assistants in California was 42.79 USD per hour (89,000 USD per year) in May 2025; the middle half earned 34.67–51.49 USD per hour.

U.S. Bureau of Labor Statistics, Occupational Employment and Wage Statistics, May 2025