Executive Assistant

Job Title: Executive Assistant

Job Description

The Executive Assistant provides high-level administrative, organizational, and operational support to division leadership and staff. This role manages complex calendars, coordinates meetings and travel, prepares communications and reports, and supports division-level processes to ensure daily administrative activities run efficiently and professionally in a fast-paced environment.

Responsibilities

• Provide executive-level administrative support to division leadership and staff, serving as a primary point of contact for day-to-day administrative needs.
• Manage complex calendars, including scheduling, rescheduling, and prioritizing meetings based on business needs and leadership availability.
• Coordinate internal and external meetings, including logistics, room reservations, technology setup, and distribution of agendas and materials.
• Arrange domestic and international travel, including flights, hotels, ground transportation, and itineraries using travel booking platforms.
• Prepare, process, and track expense reports, ensuring accuracy, proper documentation, and timely submission in accordance with company policies.
• Create, submit, and monitor purchase requisitions, and support invoice processing through ERP and purchasing systems.
• Support division-level processes by coordinating activities, tracking deliverables, and ensuring accurate follow-through on requests, reports, and deadlines.
• Prepare, edit, and format documents, presentations, spreadsheets, and reports using Microsoft Word, Excel, PowerPoint, and Outlook.
• Maintain and update organizational charts, distribution lists, and department documentation to ensure information remains current and accurate.
• Assist with onboarding coordination for new team members, including organizing materials, schedules, and communications.
• Coordinate events and division-wide activities, including logistics, invitations, communications, and follow-up actions.
• Monitor and improve administrative workflows and processes to enhance efficiency, organization, and responsiveness.
• Handle confidential information with discretion and professionalism, maintaining a high level of trust and integrity.
• Prioritize and manage multiple tasks and competing deadlines while maintaining strong attention to detail and accuracy.
• Anticipate leadership and team needs by proactively identifying issues, preparing materials, and ensuring readiness for meetings and key activities.

Additional Skills & Qualifications

• Associate or bachelor’s degree is preferred.
• Experience supporting leaders or teams in aerospace, manufacturing, engineering, or other fast-paced operational environments is highly desirable.
• Familiarity with travel booking platforms and expense reporting tools.
• Experience with purchasing systems, ERP tools, purchase requisitions, and invoice processing.
• Skills in onboarding coordination, including organizing schedules, materials, and communications for new team members.
• Experience maintaining organizational charts, distribution lists, and department documentation.
• Exposure to event coordination, including planning and executing internal meetings and division-level activities.
• Demonstrated ability to contribute to process improvement and administrative workflow optimization.
• Proactive, adaptable, and resourceful mindset with the ability to manage competing priorities.
• Strong interpersonal skills and the ability to build effective working relationships across teams and levels of the organization.

Skill Level

Intermediate

Job Type & Location

This is a Contract to Hire position based out of Simi Valley, CA.

Pay and Benefits

The pay range for this position is $40.00 - $50.00/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 Simi Valley,CA.

Application Deadline

This position is anticipated to close on Sep 24, 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 astoncarteraccommodation@astoncarter.com 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.