Executive Assistant

ASTRO PAK LLC•Costa Mesa, CA

19d•$90,000 - $110,000

About The Position

Astro Pak is the nation's leading precision cleaning and passivation contractor specializing in on-site cleaning of high purity gas and fluid systems, as well as precision cleaning of components and hardware at the company’s Cleanroom facilities. Astro Pak provides services to over 15 sectors including: Data Centers, Biotechnology, Pharmaceutical, Aerospace, Semiconductor, and other selected Industrial markets. The company, founded in 1959, has performed on-site precision chemical cleaning in every State of the Union as well as several projects in Asia, continental Europe, England, Ireland and Mexico. Astro Pak is seeking a highly organized, proactive, and detail-oriented Executive Assistant to support the Executive Leadership Team (President, COO, CFO, and CPO). This role serves as a critical operational partner to leadership—ensuring seamless coordination of executive priorities, communications, travel, meetings, and day-to-day administrative functions. The ideal candidate thrives in a fast-paced, growth-oriented environment, exercises sound judgment, maintains strict confidentiality, and can independently manage competing priorities while supporting strategic initiatives across the business.

Requirements

5+ years of experience supporting senior executives in a fast-paced business environment.
Demonstrated experience managing multiple executive calendars and priorities.
Strong proficiency in Microsoft Office (PowerPoint, Excel, Outlook, Word).
Exceptional organizational, time-management, and prioritization skills.
High degree of discretion and ability to handle confidential information.
Excellent written and verbal communication skills.
Ability to operate independently and exercise sound judgment.

Nice To Haves

Experience supporting multi-leader executive teams.
Background in industrial services, field services, construction, or similar operational environments.
Experience supporting board-level materials and executive reporting.
Familiarity with expense management, travel platforms, and project tracking tools.

Responsibilities

Provide day-to-day administrative support to the President, COO, CFO, and CPO.
Manage complex calendars, scheduling, and prioritization of meetings across internal and external stakeholders.
Coordinate executive communications, including email triage, drafting correspondence, and preparing briefing materials.
Serve as a liaison between executives and employees, customers, vendors, and partners.
Maintain confidentiality and professionalism in handling sensitive business and personnel matters.
Coordinate domestic and international travel arrangements (flights, hotels, ground transportation, itineraries).
Prepare detailed travel schedules and logistics packages.
Plan and coordinate executive meetings, offsites, leadership sessions, and internal events.
Support logistics for board meetings, leadership summits, and executive planning sessions.
Capture and distribute meeting agendas, notes, and action items.
Assist with general office coordination and administrative processes.
Manage supplies, vendor relationships, and service requests as needed.
Support onboarding logistics for executive hires and key leaders.
Help coordinate cross-functional initiatives and follow-ups tied to executive priorities.
Create and format PowerPoint presentations for executive meetings, board discussions, and leadership communications.
Perform basic Excel work (tracking, reporting, summaries, simple data analysis) to support executive initiatives.
Compile briefing materials, reports, and dashboards for leadership review.
Assist with document preparation, formatting, and version control.
Track key executive priorities, deadlines, and deliverables.
Support cross-functional coordination tied to strategic initiatives.
Anticipate executive needs and proactively resolve administrative or logistical challenges.
Support special projects as assigned by the Executive Team.