Executive Administrative Assistant

We are seeking a highly polished and proactive Executive Administrative Assistant to support the Chief Human Resources Officer (CHRO) in a fast-paced, executive environment. This role sits at the center of a dynamic leadership team and requires someone who thrives on organization, operates with urgency, and brings a strong sense of ownership to everything they do. This is a highly visible role supporting senior leadership across HR and executive operations, with exposure to confidential business initiatives, executive presentations, and cross-functional coordination.

• Manage complex and ever-changing executive calendars, including scheduling with internal leadership and external stakeholders.
• Prepare and edit executive-level presentations (PowerPoint) and reports, incorporating AI tools to enhance efficiency and quality.
• Coordinate meetings, leadership presentations, and high-level communications.
• Handle expense reporting and track transactions across HR and executive team expenses.
• Support file management, document organization, and process coordination for leadership initiatives.
• Assist with light coordination of international travel logistics, including China-based coordination, and executive travel planning.
• Draft and send professional communications on behalf of leadership.
• Act as a gatekeeper and strategic partnerprioritizing tasks and ensuring timely follow-up across competing priorities.
• Maintain strict confidentiality when handling sensitive HR and business information.
• 2-4 years of executive or administrative support experience, preferably supporting leadership or executives.
• Strong proficiency in Microsoft Office, especially Outlook, Excel, and PowerPoint.
• Experience using or interest in AI tools for productivity and presentations is highly preferred.
• Experience supporting calendar management and executive scheduling in a fast-paced environment.
• Exposure to expense reporting and business operations processes.
• Strong sense of urgency and proactive mindset, anticipating needs instead of reacting.
• Excellent organizational and interpersonal skills.
• Clear, concise communicatordirect, to-the-point, but still approachable.
• Tech-savvy and comfortable learning new tools quickly.
• Able to confidently interact with executives and leadership teams.
• High level of discretion and professionalism in handling confidential HR matters.
• Enjoys being in an administrative/executive support career path long-term.

• Proficiency in Microsoft Office, including Outlook, Excel, and PowerPoint.
• Experience with expense reporting tools, such as Travel Bank.
• Familiarity with AI tools for enhancing productivity and presentations.
• Strong organizational skills and a proactive mindset.
• Comfortable interacting with executives and leadership teams.

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

The pay range for this position is $30.00 - $35.00/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.

• 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)

This position is anticipated to close on Nov 6, 2026.

This is a fully onsite position in Pasadena,CA.

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 Clearly Rated 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…