Executive Assistant

Talentify; Solana Beach (CA); On-site; USD 34,000 - 55,000; Full time

Benefits offered by this job

Medical, dental & vision

401(k) Retirement Plan

Paid time off

Job summary

Aston Carter is seeking an organized Executive Assistant to support the CEO and senior leadership in Solana Beach, CA. This on-site role covers calendars, travel planning, events, onboarding and offboarding, and office operations across San Diego and NYC locations.

The candidate will manage schedules, prep materials, coordinate with IT and facilities, handle vendor relationships, and ensure a polished, professional presence for internal and external stakeholders.

Qualifications

• 5+ years of executive assistant experience supporting C-suite leaders.
• Proficient in Microsoft 365 and Zoom.
• Polished and warm communication skills at all levels.
• Process-oriented and detail-minded.
• Ability to juggle multiple priorities effectively.

Responsibilities

• Manage calendars, scheduling, and travel arrangements for the CEO and senior leadership.
• Plan and manage events, including investor events, board meetings, and offsites.
• Prepare meeting materials and presentations and draft correspondence.
• Manage document signatures and storage, and keep the organizational chart current.
• Welcome and greet guests, answer the office line, and manage the mail.
• Own day-to-day operations, facilities, and access management for the San Diego and NYC offices, including supplies, snacks, and inventory.
• Provide onsite first-line IT support (Zoom, conference rooms) and coordinate with our outsourced IT provider.
• Manage vendor relationships for the NYC and San Diego offices: obtain quotes, negotiate pricing, review contracts, and track renewals.
• Serve as primary liaison with building management, landlord, and facilities vendors (cleaning, security, HVAC, maintenance, etc.).
• Own onboarding and offboarding logistics.
• Establish and plan team events.

Skills

Executive support

Calendars & travel

Microsoft 365

Zoom

Communication

Detail-oriented

Prioritization

IT coordination

Tools

Microsoft 365

Zoom

Job description

About this job

We are seeking an organized and proactive Executive Assistant to support the CEO and senior leadership in Solana Beach, CA. The successful candidate will manage calendars, travel, plan events, and support onboarding and offboarding processes, ensuring smooth office operations for both our San Diego and NYC locations.

Responsibilities

• Manage calendars, scheduling, and travel arrangements for the CEO and senior leadership, anticipating needs and keeping priorities on track.
• Plan and manage events, including investor events, board meetings, and offsites.
• Prepare meeting materials and presentations and draft correspondence.
• Manage document signatures and storage, and keep the organizational chart current.
• Welcome and greet guests, answer the office line, and manage the mail.
• Own day-to-day operations, facilities, and access management for the San Diego and NYC offices, including supplies, snacks, and inventory.
• Provide onsite first-line IT support (Zoom, conference rooms) and coordinate with our outsourced IT provider.
• Manage vendor relationships for the NYC and San Diego offices: obtain quotes, negotiate pricing, review contracts, and track renewals.
• Serve as primary liaison with building management, landlord, and facilities vendors (cleaning, security, HVAC, maintenance, etc.).
• Own onboarding and offboarding logistics.
• Establish and plan team events.
• 5+ years of executive assistant experience supporting C-suite leaders.
• Proficient in Microsoft 365 and Zoom.
• Polished and warm communication skills at all levels.
• Process-oriented and detail-minded.
• Ability to juggle multiple priorities effectively.

Additional Skills & Qualifications

• Poise and good judgment supporting a high-energy executive.
• Hands-on and willing to pitch in on reception, onboarding, vendors, and day-to-day office needs.
• Private equity or finance experience is a plus.
• Event planning experience is desirable.

This is a Contract to Hire position based out of Solana Beach, CA.

This is an on-site role with occasional events. The work environment includes managing operations for both San Diego and NYC offices, providing first-line IT support, and coordinating with outsourced IT providers. The dress code is professional, ensuring a polished appearance for welcoming guests and representing the office.

Pay and Benefits

The pay range for this position is $25.00 - $40.00/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)

Application Deadline

This position is anticipated to close on Nov 20, 2026.

Workplace Type

This is a fully onsite position in Solana Beach, 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