Description

The Executive Assistant (EA) to the CEO is a mission-critical role responsible for enabling executive speed, decision quality, and organizational cadence. This role serves as a trusted operational partner to a CEO, managing complex logistics, information flow, and executive infrastructure with precision, discretion, and urgency. The EA operates with a high degree of autonomy, leverages advanced AI tools to increase productivity, and maintains absolute confidentiality in a Board-level environment

1. Executive Time, Calendar & Priority Management

- Own and proactively manage a fast-moving, high-density CEO calendar

- Prioritize time based on strategic impact, Board cadence, and business urgency

- Anticipate conflicts, rapidly re-sequence schedules, and protect executive focus

- Coordinate across time zones and stakeholders seamlessly

2. Travel & Logistics

- Arrange complex domestic and international travel, including multi-city itineraries

- Ensure travel efficiency, contingency planning, and alignment with CEO preferences

- Manage logistics with precision to minimize disruption and maximize productivity

3. Email & Executive Communications

- Triage and manage CEO email inbox with sound judgment and discretion

- Draft responses, flag priority issues, and escalate appropriately

- Maintain professional, timely communication on behalf of the CEO when needed

4. Board & Executive Meeting Support

- Coordinate Board meetings, executive sessions, and leadership offsites

- Manage logistics, agendas, materials, and follow-ups

- Support preparation, distribution, and secure handling of Board decks and documentation

c- Interface confidently with Board members and c-level leaders

5. Expense & Administrative Management

- Manage CEO and C-Suite expense reporting accurately and efficiently

- Ensure compliance with internal policies and audit expectations

6. Facility & Office Management

- Oversee executive office and related facility needs

- Coordinate vendors, access, and office logistics to maintain a professional environment

7. AI-Enabled Productivity & Process Optimization

- Leverage AI tools for scheduling optimization, summarization, prioritization, and workflow automation

- Continuously improve executive support processes through technology and systems thinking

8. Confidentiality & Judgment

- Handle highly sensitive information with absolute discretion

- Exercise mature judgment in ambiguous, high-stakes situations

Skills

executive support, Calendar management, Executive administrative support, artificial intelligence, Outlook, Administrative support, Microsoft office, Calendaring, Event coordination, Executive administrative, Travel management, Detail, Reporting

Top Skills Details

executive support,Calendar management,Executive administrative support

Additional Skills & Qualifications

BA Degree a must have

7-10+ years of experience supporting CEO or c-suite executives

High level of AI (artificial intelligence) proficiency and comfort using emerging tools to enhance productivity

Advanced proficiency in Outlook, Teams, Microsoft Office, and expense systems (Concur or any other similar system)

Proven success supporting a high-speed, highly demanding executive

Calendar management

Expense reports

Travel arrangements - domestic and international

Exposure to or experience working with a private equity firm or other outside investors highly preferred

Ideally experience supporting multiple c-suite executives

Experience Level

Expert Level

Job Type & Location

This is a Permanent position based out of Lake Forest, CA.

Pay and Benefits

The pay range for this position is $85000.00 - $105000.00/yr.

5% AIP bonus for the year \nmedical \nvision \ndental \n401K + match

Workplace Type

This is a hybrid position in Lake Forest,CA.

Application Deadline

This position is anticipated to close on Jan 30, 2026.

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\n\nAbout Aston Carter:\n

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® double diamond winner for both client and talent service.

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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.

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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.

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