Executive Assistant to CEO — Onsite, Multi-Office Events

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

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.