Executive Assistant

Aston Carter•Lake Forest, CA

10h•$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 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.

Requirements

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.
BA Degree is a must-have.

Nice To Haves

Ideally experience supporting multiple C-suite executives.
Excellent communication skills and adaptability in a fast-paced 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.