Executive Assistant

Job Title: Executive Assistant

Job Description

The Executive Assistant provides high-level administrative and operational support to members of the Executive Leadership Team in a fast-paced startup environment. This role manages complex calendars, coordinates domestic and international travel, supports executive correspondence, and helps ensure that leadership time and activities align with company priorities. The Executive Assistant also contributes to headquarters operations, visitor experience, and special projects that enhance the overall effectiveness and presentation of the organization.

Responsibilities

• Lead executive scheduling for members of the Executive Leadership Team, ensuring prioritization, sequencing, conflict resolution, and focus time protection so leadership time stays aligned with company priorities.
• Serve as a central point of coordination for last-minute changes and shifting priorities, helping the Executive Team respond quickly, smoothly, and professionally.
• Manage Executive Leadership Team inboxes by triaging messages, drafting responses, and flagging items that require direct executive attention.
• Support executive correspondence across key external functions, including investor relations, media relations, public affairs, and corporate affairs activities, while maintaining CRM hygiene and tracking next steps.
• Track meeting action items and follow-ups to ensure continuity and execution across meetings, commitments, and workstreams.
• Identify gaps and improve systems, tools, and processes to increase efficiency, clarity, and consistency in executive operations.
• Collaborate with Executive Operations partners across the company and support team events, offsites, and company-wide activities as needed.
• Support expense management, including receipt tracking, reconciliation, and timely submission of expense reports.
• Coordinate executive travel and planning, ensuring domestic and international trips are tightly organized and executed to a high standard.
• Prepare agendas, briefing materials, and notes for meetings, travel, and external engagements to ensure executives are fully prepared.
• Support the Office Manager with headquarters logistics, helping manage executive movements and the day-to-day details that keep the office running smoothly.
• Oversee meeting room scheduling and coordinate catering, supplies, printed materials, and other on-site needs for executive meetings and leadership activities.
• Ensure a polished, high-quality, and well-run experience for visitors engaging with leadership, from arrival through departure.
• Support headquarters evolution and facilities improvements, including space layout, functionality, and day-to-day usability of the office.
• Contribute to the look and feel of the executive and headquarters environment, including decor, materials, and overall presentation to internal and external stakeholders.
• Assist in building and refining internal processes, templates, and materials that support executive operations and company-wide coordination.

Essential Skills

• 5+ years of experience supporting founders, high-level executives, or principals in a technology startup or other high-demand environment.
• Proven experience owning complex executive scheduling, including prioritization, sequencing, and conflict resolution across multiple stakeholders.
• Demonstrated experience planning and executing complex domestic and international travel with frequent changes and tight timelines.
• Strong written and verbal communication skills, including the ability to draft professional correspondence on behalf of executives.
• Experience handling sensitive information and managing high-stakes interactions with discretion and professionalism.
• Experience supporting external engagement workflows, including investor, media, or stakeholder coordination.
• Familiarity with CRM tools or systems used to track external relationships and next steps.
• Proficiency in calendar management and coordinating multiple schedules simultaneously.
• Experience providing comprehensive administrative support, including document preparation and correspondence.
• Hands-on experience with travel management and logistics.
• Experience managing expenses, including tracking receipts and preparing expense reports.
• Proficiency with the MS Office Suite, including tools such as Outlook, Word, Excel, and PowerPoint.
• Strong organizational skills with the ability to manage multiple priorities in a high-demand environment.

Additional Skills & Qualifications

• High level of responsiveness, reliability, and professionalism in a fast-paced, always-on environment.
• Strong operational instincts with the ability to anticipate needs, identify gaps, and keep workstreams moving forward.
• Comfort coordinating across internal stakeholders and high-profile external contacts.
• Interest in using generative AI tools to improve workflow efficiency, including summarization, drafting, research, and materials development.
• Ability to maintain composure and effectiveness when dealing with frequent changes and shifting priorities.
• Keen attention to detail and a commitment to delivering a polished and professional executive experience.

Work Environment

This role is based onsite in a startup environment in Torrance. The Executive Assistant works closely with the Executive Leadership Team and the Office Manager to support day-to-day headquarters operations and executive activities. The environment is fast-paced, dynamic, and highly collaborative, with frequent coordination of meetings, visitors, and events. The position involves regular use of office technologies and productivity tools, including the MS Office Suite and CRM systems, and requires a consistent onsite presence to support executive movements, meeting logistics, and overall office functionality.

Job Type & Location

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

Pay and Benefits

The pay range for this position is $45.00 - $62.00/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)

Job Type & Location

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

Application Deadline

This position is anticipated to close on Oct 31, 2026.

Workplace Type

This is a fully onsite position in Torrance,CA.

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.