Executive Assistant (Direct Placement)

Aston Carter•Lake Forest, CA

8d•$85,000 - $105,000•Hybrid

About The Position

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 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 sr 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 - Interface confidently with Board members and senior 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

Requirements

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

Nice To Haves

Exposure to or experience working with a private equity firm or other outside investors highly preferred
Ideally experience supporting multiple c-suite executives