Executive Assistant

Talentify; Poway (CA); On-site; USD 33,000 - 39,000; Full time

Benefits offered by this job

Medical, dental & vision

401(k) retirement plan

Life Insurance

Job summary

Aston Carter is seeking an Executive Assistant to support senior leadership in Poway, CA. This contract role emphasizes organization, proactive problem solving, and close collaboration with executives to streamline operations and enable strategic focus.

You will manage calendars, meetings, travel, and expense processes, while partnering across teams to drive business priorities and efficiency in a fast-paced environment.

Qualifications

• 1-3+ years of experience supporting executives or leadership teams.
• Proficiency with Microsoft Outlook and Excel for scheduling and data handling.
• Strong verbal and written communication skills and ability to handle confidential information.
• Highly organized with the ability to manage multiple priorities in a fast-paced environment.
• Self-starter with proactive problem-solving and independent work ethic.

Responsibilities

• Manage complex executive calendars and optimize schedules.
• Coordinate internal and external meetings, agendas, and materials.
• Prepare executives for meetings and key business discussions.
• Coordinate domestic travel, bookings, and detailed itineraries.
• Track action items, deadlines, and follow-ups to keep projects on track.
• Assist with expense reporting and administrative processes.
• Support special projects and process improvements across departments.

Skills

Calendar management

Communication

Organization

Problem solving

Confidentiality

Tools

Outlook

Excel

Job description

Executive Assistant

About the Opportunity

Our client is seeking a highly organized and proactive Executive Assistant to support senior leadership within a rapidly growing organization. This newly created role offers the opportunity to become a trusted partner to executives by managing priorities, streamlining operations, and ensuring leaders can focus on strategic business initiatives.

This is an excellent opportunity for someone who thrives in a fast-paced environment, enjoys problem-solving, and wants to make a visible impact while working closely with executive leadership.

Key Responsibilities

• Manage complex executive calendars, ensuring schedules are optimized and aligned with business priorities.
• Coordinate internal and external meetings, including scheduling, logistics, agendas, and meeting materials.
• Anticipate and resolve scheduling conflicts while balancing competing priorities.
• Prepare executives for meetings, presentations, and key business discussions.
• Coordinate domestic travel arrangements, including flights, hotels, transportation, and detailed itineraries.
• Manage travel changes and resolve logistical challenges with minimal disruption.
• Track action items, follow-ups, and key deadlines to ensure projects remain on schedule.
• Support expense reporting, documentation, and administrative processes.
• Conduct research and gather information to support executive decision-making.
• Assist with special projects, event planning, and process improvement initiatives.
• Partner across departments to ensure effective communication, coordination, and execution of business priorities.

Qualifications

Required

• 1-3+ years of experience supporting executives, leadership teams, or office operations.
• Strong experience managing complex calendars and scheduling through Microsoft Outlook.
• Experience coordinating domestic travel and executive logistics.
• Proficiency with Microsoft Office, including Outlook and Excel.
• Excellent verbal and written communication skills.
• Strong organizational skills with the ability to manage multiple priorities simultaneously.
• High attention to detail and ability to maintain confidentiality.
• Self-starter with strong problem-solving skills and the ability to work independently.

Preferred

• Experience supporting executives in a fast-paced, high-growth environment.
• Background in office administration, event coordination, or project support.
• Experience tracking action items, deadlines, and executive priorities.
• Ability to anticipate needs and proactively improve executive efficiency.
• Interest in growing alongside an expanding organization and gaining exposure to business operations and executive decision-making.

What We're Looking For

The ideal candidate is proactive, resourceful, and highly organized. You enjoy creating structure, solving problems, and helping leaders operate more efficiently. You can adapt quickly to changing priorities, maintain professionalism under pressure, and build strong relationships across all levels of an organization.

Work Environment

• Primarily onsite position.
• Collaborative, entrepreneurial, and fast-paced culture.
• Direct exposure to executive leadership and business operations.
• Opportunity to make a meaningful impact within a growing organization.
• High-visibility role with significant ownership and growth potential.

Why Apply?

• Work directly with executive leadership.
• Gain exposure to strategic business operations.
• Join a growing organization where your contributions will be highly visible.
• Opportunity to become a trusted partner and key resource to company leaders.
• Diverse responsibilities that offer professional growth and development.

Job Type & Location

This is a Contract position based out of Poway, CA.

Pay and Benefits

The pay range for this position is $24.00 - $28.00/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)

Workplace Type

This is a fully onsite position in Poway,CA.

Application Deadline

This position is anticipated to close on Sep 29, 2026.

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.