Executive Administrative Coordinator

Aston Carter; Commerce (CA); On-site; USD 34,000 - 39,000; Full time

Benefits offered by this job

Medical, dental & vision

401(k) retirement plan

Paid time off

Transportation benefits

Life Insurance

Disability insurance

Job summary

Aston Carter is seeking an Administrative Coordinator to deliver comprehensive support in a dynamic, collaborative environment in Commerce, CA. You will coordinate travel for the CEO, manage calendars, prepare reports, and assist with meetings and communications.

The role requires 2+ years in administrative roles, strong MS Office skills, and a discreet, professional demeanor. This is a fully onsite contract position with regular business hours, supporting senior leadership and other departments

Qualifications

• 2+ years of experience in administrative, executive support, office coordination, or a related field.
• Experience in coordinating corporate travel is strongly preferred.
• Proficiency with Microsoft Outlook, Word, Excel, PowerPoint, and Teams.
• Strong organizational and time-management skills with excellent attention to detail.
• Ability to manage multiple priorities and adjust quickly when schedules or travel plans change.
• Excellent written and verbal communication skills.
• Professional demeanor and ability to interact effectively with executives, employees, vendors, and external partners.
• High level of discretion when handling confidential information.

Responsibilities

• Coordinate travel arrangements for the CEO, including flights, hotels, ground transportation, itineraries, and manage any reservation changes.
• Prepare detailed travel itineraries and proactively address scheduling conflicts or last-minute changes.
• Manage calendars, schedule meetings, and coordinate appointments.
• Process travel expenses, receipts, reimbursements, and expense reports.
• Assist with meeting preparation, including agendas, documents, and follow-up materials.
• Handle incoming correspondence, phone calls, and general administrative requests.
• Prepare and edit reports, presentations, spreadsheets, and other business documents.
• Coordinate internal and external meetings, including conference rooms, catering, and virtual meeting logistics.
• Maintain organized electronic and physical files.
• Order office supplies and assist with general office coordination.
• Handle sensitive or confidential information with professionalism and discretion.
• Provide additional administrative support to leadership and other departments as needed.

Skills

Administrative Support

Executive Support

Travel Coordination

Calendar Management

Communication Skills

Discretion

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Teams

Job description

Aston Carter is seeking an Administrative Coordinator to deliver comprehensive support in a dynamic, collaborative environment in Commerce, CA. You will coordinate travel for the CEO, manage calendars, prepare reports, and assist with meetings and communications.

The role requires 2+ years in administrative roles, strong MS Office skills, and a discreet, professional demeanor. This is a fully onsite contract position with regular business hours, supporting senior leadership and other departments