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Executive Administrative Assistant

Aston Carter

San Diego, CA

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JOB DETAILS
SALARY
$39.75–$49.75 Per Hour
SKILLS
Accounting, Biology, Biotech and Pharmaceutical, Budgeting, Calendar Management, Communication Skills, Conference Management, Conferences, Cross-Functional, Document Management, Editing, Environmental Sciences, Event Management, Executive Assistant Skills , Expense Reports, Finance, Genetics, Graphics, Hospital, Human Resources, Leadership, Logistics, Microsoft Excel, Microsoft Office, Microsoft Outlook, Microsoft PowerPoint, Microsoft Word, Operations Processes, Plan Meetings, Presentation/Verbal Skills, Process Improvement, Productivity Management, Purchasing/Procurement, Records Management, Reporting Skills, Staff Requirements, Storage Area Network (SAN), Supply Chain, Teleconferencing, Telephone Skills, Willing to Travel
LOCATION
San Diego, CA
POSTED
Today
Job Title: Executive Administrative Assistant
Job Description
We are seeking a personable and professional Executive Administrative Assistant to support two Vice Presidents. The primary focus of this role is on calendar management. This position is a temporary leave of absence coverage role and is not expected to convert into a permanent opportunity. The role is based in San Diego, CA and follows a hybrid work model.
Responsibilities
  • Report to VP and/or above, typically supporting a department, function, or site.
  • Maintain executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
  • Schedule and manage all domestic and international travel and accommodations, meetings, and meeting logistics.
  • Prepare reports by collecting and analyzing information.
  • Answer, screen, and direct telephone calls, providing information by answering questions and requests.
  • Produce information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
  • Organize, reconcile, and submit expense reports in Concur.
  • Act as an ambassador internally and externally, exhibiting a positive attitude and living company values.
  • Demonstrate strong business partnership with multiple departments, functions, sites, or leaders.
  • Create and revise systems and procedures by analyzing operating practices, recordkeeping systems, forms control, office layout, and budgetary and personnel requirements; implementing changes.
  • Implement practices to increase productivity and manage communications effectively.
  • Complete operational requirements by scheduling and assigning administrative projects; expediting work results.
  • Handle details of a highly confidential and critical nature.
  • Organize and plan a variety of events including conferences and meetings.
Essential Skills
  • Experience with calendar management, meeting and event planning.
  • Proficiency in preparation of presentations, conference registration, and expense report administration.
  • Ability to demonstrate professional presence to engage effectively with customers/partners at the executive level.
  • High level of proficiency in Outlook, Word, Excel, and PowerPoint.
Additional Skills & Qualifications
  • Conference registration.
  • Records and document management.
  • Systems/process improvement.
  • Cross-functional stakeholder communication.
Work Environment
This role is set in a corporate/biotech, life sciences environment in San Diego, CA. The position offers a hybrid work schedule, catering to a fast-paced, multi-stakeholder environment supporting VP-level leadership. The use of technologies such as Microsoft Office Suite, Outlook, and Concur is essential in this role.
Job Type & Location
This is a Contract position based out of San Diego, CA.
Pay and Benefits
The pay range for this position is $39.75 - $49.75/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 hybrid position in San Diego,CA.
Application Deadline
This position is anticipated to close on Apr 14, 2026.

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® double diamond 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 astoncarteraccommodation@astoncarter.com for other accommodation options.

About the Company

A

Aston Carter

Aston Carter is a distinguished global provider of recruitment and staffing services to companies requiring highly specialized business professionals. We have an unrivalled commitment to delivering first class service to clients and business professionals across a variety of business disciplines, including Accounting and Finance, Change and Transformation, Compliance, Management Consultancy, Operations, and Risk and Regulation. With more than 60 offices across Europe, Asia Pacific and North America, Aston Carter provides local, regional and global expertise to drive value and meet our client’s unique needs. Aston Carter is part of Allegis Group, a global talent solutions provider.
COMPANY SIZE
5,000 to 9,999 employees
INDUSTRY
Staffing/Employment Agencies
FOUNDED
1989
WEBSITE
https://www.astoncarter.com/

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