Description

• Manage complex and detailed calendars • Travel coordination and arrangements • Partner across organizational boundaries to deliver outcomes with other Executive Assistants and business partners • Plan and support events for large meetings, off-sites and team motivation • Ability to tame organized chaos while remaining calm and composed • Possess a high degree of initiative to take independent action and be able to exercise proper judgment at all times • Be trustworthy and able to exhibit a high degree of confidentiality and integrity • Be the “eyes and ears” of the organization and be sensitive to the needs of employees • Managing and reconciling expense reports on behalf of the leaders • Maintain organizational charts and email distribution lists • Have a keen understanding of the organization – the vision, business direction, and mission • Be approachable and eager to provide counsel and direction to team members/peers • Takes initiative on researching, implementing and improving systems and processes

Priority Management & Execution: Listen to key meetings to track priorities, set weekly objectives, and ensure follow-through on critical initiatives. Keep executives focused on the highest-impact tasks by proactively managing competing priorities.Calendar Optimization: Strategically align schedules with top priorities, ensuring meetings, appointments, and travel are structured for maximum efficiency and impact.Meeting Facilitation: Attend and document key meetings, capturing action items, following up on deliverables, and maintaining momentum on high-stakes initiatives.Travel Coordination & Preparation: Seamlessly handle travel logistics—including flights, accommodations, and ground transportation—while providing detailed itineraries and pre-meeting briefings.Document & Communication Management: Draft, refine, and deliver high-quality reports, correspondence, and presentations to support executive decision-making.Executive Support & Reception: Provide proactive onsite support, including managing visitors, deliveries, and logistics, ensuring a smooth and productive work environment.Stakeholder & Relationship Management: Act as a critical liaison between executives, internal teams, and external partners, facilitating seamless communication and alignment.Event & Offsite Planning: Own the execution of executive team events and strategic gatherings, ensuring flawless logistics and a high-impact experience.Operational & Logistics Support: Handle executive requests, resolve scheduling conflicts, and manage day-to-day operations with efficiency and discretion.High-Level Judgment & Prioritization: Filter distractions by screening calls, requests, and issues, ensuring executives stay focused on mission-critical objectives.

Skills

Calendar management, Administrative support, Adobe, Microsoft Excel, Google Drive, Slack

Top Skills Details

Calendar management, Administrative support,Outlook

Additional Skills & Qualifications

5-10 years experience in the tech/start-up industry

supporting multiple calendars

Experience Level

Expert Level

Pay and Benefits

The pay range for this position is $72.11 - $91.35/hr.

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)

Workplace Type

This is a fully onsite position in Oakland,CA.

Application Deadline

This position is anticipated to close on Feb 21, 2025.

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\n \n About Aston Carter:\n

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® double diamond winner for both client and talent service.

\n Diversity, Equity & Inclusion\n

At Aston Carter, diversity and inclusion are a bridge towards the equity and success of our people. DE&I are embedded into our culture through:

\n Hiring diverse talent\n Maintaining an inclusive environment through persistent self-reflection\n Building a culture of care, engagement, and recognition with clear outcomes\n Ensuring growth opportunities for our people\n

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.

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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 astoncarteraccommodation@astoncarter.com for other accommodation options.

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