Job Title: Executive Assistant

Job 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.

Responsibilities

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 senior stakeholders seamlessly.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.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.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.Interface confidently with Board members and senior leaders.Manage CEO and C-Suite expense reporting accurately and efficiently.Ensure compliance with internal policies and audit expectations.Oversee executive office and related facility needs.Coordinate vendors, access, and office logistics to maintain a professional environment.Leverage AI tools for scheduling optimization, summarization, prioritization, and workflow automation.Continuously improve executive support processes through technology and systems thinking.Handle highly sensitive information with absolute discretion.Exercise mature judgment in ambiguous, high-stakes situations.

Essential Skills

7-10+ years of experience supporting CEO or C-suite executives.High level of AI proficiency and comfort using emerging tools to enhance productivity.Advanced proficiency in Outlook, Teams, Microsoft Office, and expense systems (such as Concur).Proven success supporting a high-speed, highly demanding executive.Experience with calendar management, expense reports, and travel arrangements.Exposure to or experience working with a private equity firm or other outside investors.

Additional Skills & Qualifications

BA Degree is a must-have.Ideally experience supporting multiple C-suite executives.Excellent communication skills and adaptability in a fast-paced environment.

Work Environment

The company was founded on principles of innovation, quality, and service, manufacturing grocery store security systems and grocery cart lock-theft proof products. It is owned by a private equity company and in full growth mode. The ideal candidate will be organized, have excellent communication, and be very flexible. They must have a strong sense of where the world is going in terms of AI and be adept at using AI tools to increase workplace efficiency. The role involves direct support to the CEO and occasional ad-hoc support to other executives, with frequent interfacing with the private equity firm and outside investors. The company culture values honesty, loyalty, and investing in people, with a focus on growth and promoting from within. A hybrid work schedule is offered, requiring flexibility for supporting C-level executives, including availability for off-hours work to accommodate time zone differences during executive travel.

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 Mar 3, 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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