Strategic Executive Assistant & Calendar Maestro

Aston Carter; Poway (CA); On-site; USD 33,000 - 39,000; Full time

Benefits offered by this job

Medical benefits

401(k)

Life insurance

Disability insurance

Health Savings Account

Transit benefits

Paid time off

Job summary

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.

Qualifications

• 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.

Responsibilities

• 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.

Skills

Outlook calendar management

Travel coordination

Administrative support

Communication skills

Organization

Independent work

Problem solving

Tools

Microsoft Outlook

Microsoft Excel

Job description

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.