Job Description

Job Description

Job Description

Job Title: Executive Administrative Assistant

** if you are interested in this opportunity, please feel free to apply and email me your resume at alalfaro @ astoncarter.com so we can schedule a time to connect asap! **  

Job Description

The Executive Administrative Assistant serves as the central administrative resource for the Product Regulatory Office (PRO), ensuring smooth operations through expert management of documentation, procurement, scheduling, and compliance activities. This role supports executives and staff, facilitates regulatory and business processes, and helps drive the PRO’s mission of regulatory excellence and operational efficiency. Ideal for a proactive, detail-oriented professional who thrives in a fast-paced, collaborative environment.

Responsibilities

• Document and Records Management: Oversee the logging, archiving, and distribution of regulatory documents; maintain records retention, audit schedules, and organizational charts.
• Procurement and Financial Administration: Process purchase requests, invoices, and chargebacks; reconcile purchase card transactions; manage permit and certification fee submissions; support budget and asset audits.
• Staff Support and Onboarding: Ensure smooth office operations by managing supplies, mail, equipment, and facilities/IT requests; maintain common areas. Coordinate access, equipment, and onboarding needs for new hires and staff; assist with HR-related scheduling and reminders.
• Executive and Meeting Support: Provide comprehensive support to executives, including meeting coordination, event planning, and communications.
• Communication and Information Sharing: Facilitate internal and external communications, attend key meetings, share updates, and support cross-functional and ad hoc projects.
• Regulatory Submissions and Special Project Support: Support regulatory submissions, audit, risk, and compliance activities; assist with special projects and future regulatory reporting as needed.

Essential Skills

• Strong organizational and communication skills.
• Proficiency with MS Office, SAP, and document management systems.
• Ability to manage multiple priorities.
• Attention to detail.
• Discretion with confidential information.

Additional Skills & Qualifications

• High School Diploma or equivalent; Associate’s degree or higher greatly preferred.
• 5+ years administrative support experience, preferably in a regulatory, legal, or technical environment.
• Experience with budgets, procurement, and invoice processing preferred.

Work Environment

The work environment is fast-paced and collaborative, requiring a proactive approach to ensure operational efficiency. The position involves regular interaction with executives and cross-functional teams, with an emphasis on maintaining smooth office operations and facilitating effective communication. Dress code is business casual.

This is a Contract position based out of Torrance, CA.

The pay range for this position is $27.00 - $29.00/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)

This is a hybrid position in Torrance,CA.

This position is anticipated to close on Dec 22, 2025.

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.

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