Executive Assistant to CHRO – AI-Enabled, High-Impact

Aston Carter; Pasadena (CA); On-site; USD 41,000 - 48,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

401(k) Retirement Plan

Life Insurance

Short and long-term disability

Health Spending Account (HSA)

PTO / Vacation

Job summary

Aston Carter seeks an Executive Administrative Assistant to support the CHRO in a fast-paced, executive environment in Pasadena. This temporary-to-hire role centers on calendar management, confidential communications, and cross-functional coordination with HR and leadership.

Responsibilities include preparing executive-level presentations using AI tools, coordinating meetings, travel planning, and expense tracking.

Qualifications

• 2-4 years of executive or administrative support experience, preferably supporting leadership or executives.
• Strong proficiency in Microsoft Office, especially Outlook, Excel, and PowerPoint.
• Experience using or interest in AI tools for productivity and presentations is highly preferred.
• Experience supporting calendar management and executive scheduling in a fast-paced environment.
• Exposure to expense reporting and business operations processes.
• Strong sense of urgency and proactive mindset, anticipating needs instead of reacting.
• Excellent organizational and interpersonal skills.
• Clear, concise communicator—direct, to-the-point, but approachable.
• Tech-savvy and quick to learn new tools.
• Able to interact confidently with executives and leadership teams.
• High discretion and professionalism in handling confidential HR matters.
• Enjoys an administrative/executive support career path long-term.

Responsibilities

• Manage complex executive calendars with internal and external stakeholders.
• Prepare and edit executive-level PowerPoint presentations and reports, using AI tools for efficiency.
• Coordinate meetings, leadership presentations, and high-level communications.
• Handle expense reporting and track HR and executive team expenses.
• Support file management, document organization, and process coordination for leadership initiatives.
• Assist with light coordination of international travel logistics, including China-based coordination.
• Draft and send professional communications on behalf of leadership.
• Act as a gatekeeper and strategic partner, prioritizing tasks and ensuring follow-up.
• Maintain strict confidentiality when handling sensitive HR information.

Skills

Executive support

Microsoft Office

AI productivity tools

Calendar management

Expense reporting

Confidentiality

Communication

Interpersonal skills

Tech-savvy

Executive interaction

Tools

Outlook

Excel

PowerPoint

TravelBank

Job description

Aston Carter seeks an Executive Administrative Assistant to support the CHRO in a fast-paced, executive environment in Pasadena. This temporary-to-hire role centers on calendar management, confidential communications, and cross-functional coordination with HR and leadership.

Responsibilities include preparing executive-level presentations using AI tools, coordinating meetings, travel planning, and expense tracking.