Executive Administrative Assistant

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

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

401(k) Retirement Plan

Life Insurance

Short and long-term disability

Health Spending Account (HSA)

PTO / Vacation

Job summary

Aston Carter seeks an Executive Administrative Assistant to support the CHRO in a fast-paced, executive environment in Pasadena. This temporary-to-hire role centers on calendar management, confidential communications, and cross-functional coordination with HR and leadership.

Responsibilities include preparing executive-level presentations using AI tools, coordinating meetings, travel planning, and expense tracking.

Qualifications

• 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 communicator—direct, to-the-point, but approachable.
• Tech-savvy and quick to learn new tools.
• Able to interact confidently with executives and leadership teams.
• High discretion and professionalism in handling confidential HR matters.
• Enjoys an administrative/executive support career path long-term.

Responsibilities

• Manage complex executive calendars with internal and external stakeholders.
• Prepare and edit executive-level PowerPoint presentations and reports, using AI tools for efficiency.
• Coordinate meetings, leadership presentations, and high-level communications.
• Handle expense reporting and track 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.
• Draft and send professional communications on behalf of leadership.
• Act as a gatekeeper and strategic partner, prioritizing tasks and ensuring follow-up.
• Maintain strict confidentiality when handling sensitive HR information.

Skills

Executive support

Microsoft Office

AI productivity tools

Calendar management

Expense reporting

Confidentiality

Communication

Interpersonal skills

Tech-savvy

Executive interaction

Tools

Outlook

Excel

PowerPoint

TravelBank

Job description

Job Title: Executive Administrative AssistantJob Description

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.

Essential Skills

• 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.

Work Environment

This is a temporary-to-hire position with working hours from 8-5, with some flexibility. The role is 100% onsite at the corporate headquarters in Pasadena, which is a 10-story office building. The environment is business professional, as you will be sitting in an office with the legal team, HR, and multiple c-suite executives. A professional demeanor and attention to detail are essential due to interactions with the c-suite.

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.