Senior Executive Assistant

Talentify; Culver City (CA); On-site; USD 82,656,000 - 106,075,000; Full time

Job summary

Aston Carter is seeking an Executive Assistant III in Culver City, CA, to provide high-level administrative support to two leaders in a fast-paced environment. You will manage complex calendars, coordinate meetings, and oversee travel and expenses with meticulous attention to detail.

The role requires strong judgment, a customer-obsessed mindset, and the ability to handle a high volume of tasks with minimal guidance while maintaining professionalism and discretion.

Qualifications

• 35+ years of executive-level administrative support experience.
• Experience with complex calendar management for executives.
• Strong discretion handling confidential information.
• Proficiency with Microsoft Office, Outlook, and core apps.
• Ability to manage high-volume tasks with minimal guidance.
• Excellent communication skills and professionalism.

Responsibilities

• Provide executive-level support to two leaders, including scheduling.
• Own complex calendar management and prioritization.
• Coordinate leadership meetings and follow-up.
• Manage domestic and international travel itineraries.
• Process expense reports accurately and timely.
• Track deadlines and escalate issues when needed.
• Maintain confidentiality and professional communication.

Skills

Executive support

Calendar management

Travel coordination

Expense reporting

Communication

Confidentiality

Prioritization

Problem solving

Education

Two years of college

Bachelor's degree preferred

Tools

Microsoft Office

Outlook

Job description

Job Description

This Executive Assistant III role provides high-level administrative support to two leaders in a critical and fast-paced business area. You will manage complex calendars and scheduling, coordinate leadership meetings, oversee travel and expenses, and serve as a trusted proxy to help prioritize and execute on key initiatives. The position requires a customer-obsessed mindset, strong judgment, and the ability to handle a high volume of tasks with minimal guidance while maintaining impeccable attention to detail and professionalism.

• Provide comprehensive executive-level support to two leaders, including the Head of a major US business unit and a Director of Content Acquisition.
• Own complex calendar management and scheduling for leaders, proactively prioritizing meetings and commitments amid a high volume of requests.
• Coordinate leadership meetings, including working closely with other executive assistants to arrange logistics, agendas, and necessary follow-up.
• Monitor and track leadership meetings, priorities, and emails, acting as a proxy for the executives when appropriate to ensure timely responses and actions.
• Manage domestic and international travel arrangements, including detailed itineraries, accommodations, and transportation, particularly for high-priority trips.
• Process and manage expense reports and related documentation accurately and in a timely manner.
• Provide event support for leadership activities, including planning, coordination, and on-the-ground administrative assistance as needed.
• Manage multiple concurrent tasks and action items, including documentation, follow-up, and preparation materials for leadership meetings and deliverables.
• Ensure appropriate and timely action on deliverables by tracking deadlines, following up with stakeholders, and escalating issues when necessary.
• Handle confidential information with a high level of integrity, discretion, and sound judgment.
• Communicate effectively with professionals inside and outside the organization, demonstrating a high degree of professionalism at all times.
• React with appropriate levels of urgency to situations and events that require quick responses or rapid turnaround.
• Switch gears quickly and seamlessly in response to changing priorities, last-minute requests, and evolving business needs.
• Maintain a proactive approach to problem-solving, looking around corners to anticipate needs and prevent issues from arising.
• Ensure that no tasks or commitments are dropped by maintaining organized systems and reliable follow-through on all responsibilities.

Essential Skills

• 35+ years of executive-level administrative support experience, preferably supporting leadership.
• Proven experience with complex calendar management and scheduling for executives.
• Strong executive support skills, including managing priorities, coordinating meetings, and handling confidential information.
• Proficiency with the Microsoft Office Suite, including Outlook and other core applications.
• Demonstrated ability to complete a high volume of tasks and projects with little to no guidance.
• Impeccable attention to detail and accuracy in all administrative work.
• Ability to make smart and timely decisions in a fast-paced environment.
• Ability to react with appropriate levels of urgency to situations that require quick response or turnaround.
• Exceptional verbal and written communication skills.
• High levels of integrity and discretion in handling sensitive and confidential information.
• High degree of professionalism when interacting with professionals inside and outside the organization.
• Ability to switch gears at a moments notice and adapt to changing priorities.
• Proactive mindset with the ability to look around corners and anticipate needs.
• Reliable follow-through and commitment to not dropping the ball on tasks and responsibilities.

Additional Skills & Qualifications

• At least two years of college education required.
• Bachelors degree preferred.
• Experience coordinating leadership meetings and collaborating with other executive assistants.
• Experience managing travel logistics and expense reporting for leaders.
• Demonstrated customer-obsessed approach to internal and external stakeholder support.
• Comfort working in a high-visibility, high-impact role supporting critical business initiatives.

Work Environment

This role is based onsite in Culver City, CA, working closely with leaders and their teams in a dynamic, fast-paced office environment. The position involves frequent in-person collaboration, real-time coordination of meetings and events, and regular interaction with other executive assistants and stakeholders across the organization.

Job Type & Location

This is a Contract position based out of Culver City, CA.

Pay and Benefits

The pay range for this position is $30.00 - $37.00/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 Culver City,CA.

Application Deadline

This position is anticipated to close on Oct 12, 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.