Executive Assistant to the CEO

Location: Hybrid

Level: Expert / C‑Suite Support

Experience: 7–10+ years supporting CEOs or executives

About the Role

A high‑growth, investor‑backed organization is seeking an exceptional Executive Assistant (EA) to the CEO — a strategic, trusted partner who thrives in a fast‑paced, high‑stakes environment. This role is mission‑critical, enabling executive speed, elevating decision quality, and maintaining organizational cadence at the highest level.You will support a high‑energy CEO and collaborate closely with leadership, managing complex logistics, information flow, and executive operations with precision, discretion, and urgency. This position requires autonomy, impeccable judgment, and strong proficiency with modern AI tools to enhance productivity and streamline workflows.If you excel under pressure, anticipate needs before they arise, and operate with absolute confidentiality, this is a rare opportunity to support a CEO at the center of a dynamic, investor‑facing environment.

Key Responsibilities

Executive Time, Calendar & Priority Management

Own and proactively manage a high‑density, rapidly shifting CEO calendarPrioritize time based on strategic impact, Board cadence, and business urgencyAnticipate conflicts and re‑sequence schedules with speed and accuracyCoordinate seamlessly across time zones and stakeholders

Travel & Logistics

Plan and manage complex domestic and international travelBuild multi‑city itineraries with contingency planningEnsure travel efficiency and alignment with CEO preferencesMinimize disruption and maximize productivity while on the move

Email & Executive Communications

Triage and manage the CEO’s inbox with discretion and sound judgmentDraft communications, flag urgent issues, and escalate appropriatelyCommunicate professionally on behalf of the CEO when needed

Board & Executive Meeting Support

Coordinate Board meetings, executive sessions, and leadership offsitesManage agendas, logistics, materials, and follow‑upsSupport secure preparation and distribution of Board decksInterface confidently with Board members and leaders

Expense & Administrative Management

Manage CEO and C‑Suite expense reporting with accuracy and timelinessEnsure compliance with internal policies and audit requirements

Facility & Office Management

Oversee executive office operations and facility needsCoordinate vendors, access, and office logistics

AI‑Enabled Productivity & Process Optimization

Use AI tools for scheduling optimization, summarization, prioritization, and workflow automationContinuously improve executive support processes through technology and systems thinking

Confidentiality & Judgment

Handle highly sensitive information with absolute discretionExercise mature judgment in ambiguous, high‑pressure situations

Required Skills & Qualifications

Bachelor’s degree required7–10+ years supporting CEOs or C‑suite executivesProven success supporting high‑speed, high‑demand leadersAdvanced proficiency in Outlook, Teams, Microsoft Office, and expense systems (Concur or similar)Strong experience with domestic and international travel coordinationHigh comfort level with AI tools and emerging productivity technologiesExperience interfacing with private equity firms or outside investors strongly preferredAbility to support multiple executives as neededExceptional calendar management, communication, and organizational skillsAbility to work flexible hours based on executive travel and time zones

Work Environment & Expectations

Hybrid schedule (details provided during interview process)Flexibility is essential — executives travel frequently across time zonesOccasional off‑hours support required (such as travel disruptions or urgent schedule changes)High‑visibility role with significant interaction with investors and leadership

Why This Role Matters

This role is the operational backbone of the executive office. You will directly influence the CEO’s effectiveness, organizational alignment, and the company’s ability to move quickly and strategically. If you thrive in complexity, enjoy being indispensable, and excel in high‑stakes environments, this opportunity offers meaningful impact and visibility.

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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