Executive Assistant III

Aston Carter•Culver City, CA

9d•$30 - $37•Onsite

About The Position

This Executive Assistant III role provides high-level administrative support to two leaders in a critical and fast-paced business area. You will manage complex calendars and scheduling, coordinate leadership meetings, oversee travel and expenses, and serve as a trusted proxy to help prioritize and execute on key initiatives. The position requires a customer-obsessed mindset, strong judgment, and the ability to handle a high volume of tasks with minimal guidance while maintaining impeccable attention to detail and professionalism.

Requirements

3–5+ years of executive-level administrative support experience, preferably supporting leadership.
Proven experience with complex calendar management and scheduling for executives.
Strong executive support skills, including managing priorities, coordinating meetings, and handling confidential information.
Proficiency with the Microsoft Office Suite, including Outlook and other core applications.
Demonstrated ability to complete a high volume of tasks and projects with little to no guidance.
Impeccable attention to detail and accuracy in all administrative work.
Ability to make smart and timely decisions in a fast-paced environment.
Ability to react with appropriate levels of urgency to situations that require quick response or turnaround.
Exceptional verbal and written communication skills.
High levels of integrity and discretion in handling sensitive and confidential information.
High degree of professionalism when interacting with professionals inside and outside the organization.
Ability to switch gears at a moment’s notice and adapt to changing priorities.
Proactive mindset with the ability to look around corners and anticipate needs.
Reliable follow-through and commitment to not dropping the ball on tasks and responsibilities.

Nice To Haves

At least two years of college education required.
Bachelor’s degree preferred.
Experience coordinating leadership meetings and collaborating with other executive assistants.
Experience managing travel logistics and expense reporting for leaders.
Demonstrated customer-obsessed approach to internal and external stakeholder support.
Comfort working in a high-visibility, high-impact role supporting critical business initiatives.

Responsibilities

Provide comprehensive executive-level support to two leaders, including the Head of a major US business unit and a Director of Content Acquisition.
Own complex calendar management and scheduling for leaders, proactively prioritizing meetings and commitments amid a high volume of requests.
Coordinate leadership meetings, including working closely with other executive assistants to arrange logistics, agendas, and necessary follow-up.
Monitor and track leadership meetings, priorities, and emails, acting as a proxy for the executives when appropriate to ensure timely responses and actions.
Manage domestic and international travel arrangements, including detailed itineraries, accommodations, and transportation, particularly for high-priority trips.
Process and manage expense reports and related documentation accurately and in a timely manner.
Provide event support for leadership activities, including planning, coordination, and on-the-ground administrative assistance as needed.
Manage multiple concurrent tasks and action items, including documentation, follow-up, and preparation materials for leadership meetings and deliverables.
Ensure appropriate and timely action on deliverables by tracking deadlines, following up with stakeholders, and escalating issues when necessary.
Handle confidential information with a high level of integrity, discretion, and sound judgment.
Communicate effectively with professionals inside and outside the organization, demonstrating a high degree of professionalism at all times.
React with appropriate levels of urgency to situations and events that require quick responses or rapid turnaround.
Switch gears quickly and seamlessly in response to changing priorities, last-minute requests, and evolving business needs.
Maintain a proactive approach to problem-solving, looking around corners to anticipate needs and prevent issues from arising.
Ensure that no tasks or commitments are dropped by maintaining organized systems and reliable follow-through on all responsibilities.