Executive Assistant

Aston Carter; Poway (CA); In loco; USD 33.000 - 39.000; Tempo pieno

Vantaggi offerti da questo lavoro

Medical benefits

401(k)

Life insurance

Disability insurance

Health Savings Account

Transit benefits

Paid time off

Descrizione del lavoro

Aston Carter is seeking an experienced Executive Assistant to support company leadership in Poway, CA. The role focuses on calendar management, travel coordination, meeting preparation, and action item tracking to enable executives to focus on strategic priorities.

You will work onsite, handle complex calendars in Outlook, arrange meetings, coordinate domestic travel, manage expenses, and maintain project tracking and documentation in a fast-paced environment.

Competenze

• 1–3 years of experience in administrative support or executive assistance.
• Strong proficiency with Microsoft Outlook for calendars and meetings.
• Basic Microsoft Excel skills for tracking and organizing data.
• Experience with travel coordination and itineraries.
• Excellent verbal and written communication, and strong organizational skills.
• Ability to work independently with ownership and accountability.
• Professional demeanor and attention to detail.

Mansioni

• Manage complex executive calendars in Microsoft Outlook.
• Coordinate internal and external meetings with appropriate participants and tech.
• Prepare executives for meetings with materials in advance.
• Coordinate domestic travel with detailed itineraries.
• Track expenses and organize receipts.
• Maintain action item and project tracking for leadership.

Conoscenze

Outlook calendar management

Travel coordination

Administrative support

Communication skills

Organization

Independent work

Problem solving

Strumenti

Microsoft Outlook

Microsoft Excel

Descrizione del lavoro

This Executive Assistant role supports company leadership in a rapidly growing organization by taking ownership of calendar management, travel coordination, meeting preparation, action item tracking, and a wide range of administrative responsibilities. The position has been created as the organization scales and separates duties that were previously distributed across multiple employees. You will act as a trusted partner to executives, proactively organizing schedules, resolving conflicts, coordinating meetings, and ensuring leaders stay focused on strategic priorities rather than administrative tasks.

Responsibilities

• Manage complex executive calendars in Microsoft Outlook, including scheduling, updating, and monitoring appointments.
• Coordinate internal and external meetings, ensuring appropriate participants, locations, and technology are arranged.
• Resolve scheduling conflicts and prioritize competing requests to protect executive time and support business priorities.
• Prevent double and triple bookings by proactively reviewing calendars and anticipating potential conflicts.
• Prepare executives for meetings by ensuring necessary materials, documents, and information are available in advance.
• Coordinate domestic travel, including booking flights, hotels, and ground transportation, and creating detailed itineraries.
• Align travel plans with executive schedules and meetings, thinking through logistics to create efficient, practical itineraries rather than simply choosing the lowest-cost options.
• Handle travel changes, delays, and adjustments, updating itineraries and communicating changes to relevant stakeholders.
• Support expense tracking and receipt organization, helping maintain accurate documentation for reimbursements and reporting.
• Maintain executive action item and project tracking, including follow-up lists and status updates for leadership.
• Conduct research and gather information to support leadership requests and decision-making.
• Assist with administrative projects as company needs evolve, adapting to new priorities and responsibilities.
• Support event coordination, including venue research and logistical planning for executive and company events.
• Manage documentation and administrative files to create structure and organization for fast-paced executives.
• Serve as a reliable organizational resource for executive leadership, providing consistent support and follow-through.
• Create organization and structure around executive workflows to enhance productivity and efficiency.
• 1–3 years of experience in administrative support, executive assistance, office coordination, or a closely related role.
• Strong proficiency with Microsoft Outlook, including managing complex calendars and coordinating meetings.
• Basic skills with Microsoft Excel, including tracking, sorting, and maintaining information in spreadsheets.
• Experience with travel coordination, including booking domestic flights, hotels, and creating itineraries.
• Demonstrated ability to manage multiple tasks simultaneously in a fast-paced environment.
• Excellent verbal and written communication skills for clear, professional interactions with executives and stakeholders.
• Strong organizational and prioritization abilities, with a focus on accuracy and follow-through.
• Proven problem-solving and critical-thinking skills to anticipate issues and propose practical solutions.
• Ability to adapt to different leadership and communication styles while maintaining effective working relationships.
• Professional demeanor and high attention to detail in all aspects of work.
• Self-motivation and comfort working independently with a high level of ownership and accountability.

Additional Skills & Qualifications

• Experience providing executive administrative support in a growing or fast-paced organization.
• Experience in office administration, including documentation management and expense support.
• Familiarity with event coordination, including venue research and logistics planning.
• Ability to create structure and organization for executives with diverse and evolving responsibilities.
• No formal degree requirement; relevant experience, professionalism, adaptability, and initiative are prioritized.
• Comfort serving in an executive-facing role with visibility to leadership and cross-functional teams.
• Interest in growing alongside an expanding organization and taking on diverse responsibilities beyond traditional administrative tasks.

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.

• 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 23, 2026.

Workplace Type

This is a fully onsite position in Poway, CA.

Equal Opportunity Employer 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.

Contact Information Collection We collect your phone number and email so that an Aston Carter representative can reach out to you regarding potential job opportunities. Please ensure that the phone number and email you provide are accurate, as an incorrect phone number or email may affect our ability to contact you.

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.