Executive Administrative Assistant

The Executive Assistant provides trusted administrative support to the President/Chief Executive Officer and leadership team while coordinating daily office operations and workplace activities. This position manages executive calendars, travel, meetings, confidential corporate information, office resources, visitors, company events, and employee engagement activities. The role also implements practical improvements that strengthen administrative processes, collaboration, and the experience of employees, leaders, and visitors.   Primary Responsibilities:

- Manage the President/CEOs professional calendar, appointments, priorities, and schedule changes.
- Arrange domestic and international travel for the President/CEO, leadership team, and company visitors.
- Coordinate meetings, conferences, and customer visits, including agendas, facilities, meals, materials, samples, and shipping.
- Support trade show planning by coordinating and shipping required supplies, samples, and resources for the Sales team.
- Organize and maintain confidential corporate, legal, and administrative records, including nondisclosure agreements and shared files.
- Oversee Reception and visitor coordination, including telephone coverage, visitor guidelines, and maintaining a safe and professional front-office environment.
- Manage office supplies, workplace purchases, vendors, furniture needs, and office improvement projects.
- Plan employee events, recognition activities, celebrations, engagement programs, and the annual customer gift program.
- Communicate company announcements and workplace information clearly and professionally to employees and leaders.
- Improve administrative processes, document management, scheduling, and communication through effective workflows and technology, and perform other duties as assigned.
- Other duties as assigned.

Competencies:

- Planning and Organization: Coordinates schedules, travel, meetings, events, and office needs.
- Communication: Shares information clearly and professionally with varied audiences.
- Office Operations: Maintains an organized, efficient, safe, and welcoming workplace.
- Process Improvement: Identifies and implements practical improvements to administrative workflows.
- Technology Proficiency: Uses business tools to manage information, documents, schedules, and communication.

Required Qualifications:

- Associate degree in Business Administration, Communications, Office Administration, or a related field required; bachelors degree preferred.
- Five or more years of experience in executive assistance, office management, administrative operations, or a related role.
- Two or more years of experience coordinating complex calendars, meetings, events, and domestic or international travel.
- Experience providing direct administrative support to a senior executive strongly preferred.
- Demonstrated ability to handle confidential corporate, legal, or executive information with discretion.
- Experience organizing shared files, corporate records, document libraries, or record-retention processes.
- Proficiency with Microsoft Outlook, Word, Excel, PowerPoint, Teams, SharePoint, and other business productivity tools.
- Strong written, verbal, organizational, and interpersonal communication skills.
- Ability to manage changing priorities and maintain accuracy under time-sensitive conditions.
- Ability to work independently and collaborate effectively with employees, leaders, vendors, visitors, and external partners.

Special Position Requirements:

- Occasional work outside standard business hours may be required to support executive schedules, company events, visitors, or urgent business needs.
- Limited local travel may be required to purchase supplies, coordinate events, or support other business activities.
- The position requires access to confidential executive, corporate, legal, and employee-related information.

Physical Requirements:

- Communicate with others and exchange accurate information.
- Operate a computer and other office machinery or equipment.
- Ability to move about inside the office to access file cabinets or office machinery.

Work Environment:

- This job takes place in a professional office environment and routinely uses standard office equipment. Office employees are required to wear safety glasses, safety shoes, and a highly visible vest at all times in production areas and labs.
- The plant has various flavor and food chemical odors as we are a flavor manufacturer.
Job Type & Location
This is a Contract position based out of City of Industry, CA.
Pay and Benefits
The pay range for this position is $36.00 - $41.00/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. Eligibility requirements apply to some benefits and may depend on your job
classification and length of employment. Benefits are subject to change and may be
subject to specific elections, plan, or program terms. If eligible, the benefits
available for this temporary role may include the following:

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)
Job Type & Location
This is a Contract position based out of City of Industry, CA.
Application Deadline
This position is anticipated to close on Oct 20, 2026.
Workplace Type
This is a fully onsite position in City of Industry,CA.

About Aston Carter

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® Platinum Award winner for both client and talent service.

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.

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 [email protected] for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.