Aston Carter · 4 hours ago
Executive Assistant
Lake Forest, CA
Full-time
Hybrid
Senior Level
$85K/yr - $105K/yr
7+ years expAston Carter is a high-growth, investor-backed organization seeking an exceptional Executive Assistant (EA) to the CEO. This mission-critical role involves managing the CEO's calendar, coordinating travel, and supporting executive communications while maintaining confidentiality and exercising mature judgment in high-pressure situations.
ConsultingHuman ResourcesInformation Technology
Responsibilities
Own and proactively manage a high‑density, rapidly shifting CEO calendar
Prioritize time based on strategic impact, Board cadence, and business urgency
Anticipate conflicts and re‑sequence schedules with speed and accuracy
Coordinate seamlessly across time zones and stakeholders
Plan and manage complex domestic and international travel
Build multi‑city itineraries with contingency planning
Ensure travel efficiency and alignment with CEO preferences
Minimize disruption and maximize productivity while on the move
Triage and manage the CEO’s inbox with discretion and sound judgment
Draft communications, flag urgent issues, and escalate appropriately
Communicate professionally on behalf of the CEO when needed
Coordinate Board meetings, executive sessions, and leadership offsites
Manage agendas, logistics, materials, and follow‑ups
Support secure preparation and distribution of Board decks
Interface confidently with Board members and leaders
Manage CEO and C‑Suite expense reporting with accuracy and timeliness
Ensure compliance with internal policies and audit requirements
Oversee executive office operations and facility needs
Coordinate vendors, access, and office logistics
Use AI tools for scheduling optimization, summarization, prioritization, and workflow automation
Continuously improve executive support processes through technology and systems thinking
Handle highly sensitive information with absolute discretion
Exercise mature judgment in ambiguous, high‑pressure situations
Qualification
Required
Bachelor's degree required
7–10+ years supporting CEOs or C‑suite executives
Proven success supporting high‑speed, high‑demand leaders
Advanced proficiency in Outlook, Teams, Microsoft Office, and expense systems (Concur or similar)
Strong experience with domestic and international travel coordination
High comfort level with AI tools and emerging productivity technologies
Ability to support multiple executives as needed
Exceptional calendar management, communication, and organizational skills
Ability to work flexible hours based on executive travel and time zones
Preferred
Experience interfacing with private equity firms or outside investors strongly preferred
Benefits
5% AIP bonus for the year
Medical
Vision
Dental
401K + match
Company
Aston Carter
Aston Carter is a staffing and recruiting company providing risk and compliance services.
1001-5000 employees
Funding
Current Stage
Late StageTotal Funding
unknown2011-01-31Acquired
Leadership Team
Juan Pablo McCausland-PHR, CDP
Human Resources Business Partner
Sherry Guevara
Regional Human Resources Partner-West Region
Recent News
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