Executive Assistant

Job Title: Executive AssistantJob Description

This Executive Assistant position provides direct, high-level support to the Chief Executive Officer of a leading aviation services organization. The role requires a highly organized, proactive professional who thrives in a fast-paced environment, expertly manages executive priorities, and consistently maintains the highest level of confidentiality and professionalism. As a trusted partner to the CEO, the Executive Assistant will oversee calendar and travel management, facilitate executive communications, coordinate meetings and projects, and ensure efficient day-to-day operations while driving key initiatives from inception through successful completion.

Responsibilities

• Manage and maintain the CEO's calendar by scheduling meetings, appointments, and business commitments in alignment with organizational priorities.

• Coordinate multiple executive calendars simultaneously to ensure alignment across leadership priorities and minimize conflicts.

• Arrange complex domestic and international travel for the CEO and other executives, including itineraries, accommodations, transportation, and related logistics.

• Plan and coordinate executive meetings by scheduling, preparing agendas, assembling presentation materials, and managing follow-up actions.

• Serve as a primary point of contact for internal and external stakeholders on behalf of the CEO, ensuring timely and professional communication.

• Handle confidential communications and sensitive business information with the highest level of discretion and professionalism.

• Prepare executive-level documents, including presentations, reports, correspondence, and board-level materials.

• Track and support projects from inception through completion, ensuring deadlines, milestones, and deliverables are met.

• Collaborate with cross-functional departments to gather information, coordinate initiatives, and support strategic priorities.

• Process expense reports and support other administrative functions as needed to ensure smooth executive operations.

• Anticipate executive needs, proactively identify potential challenges, and implement effective solutions before issues arise.

• Support special projects, strategic initiatives, and additional responsibilities as assigned by executive leadership.

• Assist with event planning and coordination for executive meetings, internal events, and external engagements when required.

• Coordinate communications with external stakeholders, including customers, vendors, and board-level contacts, as needed.

Essential Skills

• Minimum of 10 years of Executive Assistant experience supporting senior executives or C-suite leadership.

• Minimum of 3 years of project management experience overseeing projects from inception through completion.

• Verified experience managing multiple executive calendars simultaneously.

• Verified experience coordinating executive travel and scheduling, including complex domestic and international itineraries.

• Advanced proficiency with Microsoft Office Suite, including Outlook, Teams, Word, Excel, and PowerPoint.

• Exceptional organizational skills with strong attention to detail and the ability to manage multiple priorities.

• Strong verbal and written communication skills with a professional and polished communication style.

• Demonstrated ability to work independently and exercise sound judgment in a dynamic environment.

• Proven ability to manage confidential and sensitive information with discretion and professionalism.

• Ability to adapt quickly to changing priorities and evolving business needs.

• Ability to handle shifting priorities and multiple workstreams in a fast-paced environment.

• Must be able to work onsite daily in Boca Raton, FL in a full-time capacity.

• Preparedness to discuss a recent or previous project managed, including scope, execution, and outcomes.

Additional Skills & Qualifications

• Experience supporting a CEO or executive leadership team.

• Experience preparing executive presentations and board-level materials.

• Event planning and executive meeting coordination experience.

• Experience coordinating external stakeholders, customers, vendors, or board-level communications.

• Professional experience in aviation, aerospace, logistics, manufacturing, or similar industries.

• Bachelor's degree or equivalent professional experience (Bachelor's degree preferred but not required).

• Experience supporting C-suite executives is preferred.

• Strong project coordination and event planning background.

• Customer-service mindset with a proactive, solutions-oriented approach.

• Office management or related administrative leadership experience is a plus.

Work Environment

This role is based in Boca Raton, FL in a professional office environment and operates on a full-time, 100% onsite work model. It is not a remote or hybrid position, and daily physical presence in the office is required to support the CEO and executive leadership team. The position offers direct exposure to executive-level decision making and frequent interaction with executives, internal teams, customers, and external stakeholders. The environment is dynamic and fast-paced, where no two days are the same and priorities can shift quickly. The role may occasionally require flexibility outside standard business hours to accommodate executive needs, travel schedules, and critical business priorities. The organization offers long-term career growth potential, high visibility across multiple business functions, and the opportunity to manage meaningful projects and strategic initiatives while making a measurable impact alongside senior leadership.

Job Type & Location

This is a Contract to Hire position based out of Boca Raton, FL.

Pay and Benefits

The pay range for this position is $35.00 - $40.00/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)

Workplace Type

This is a fully onsite position in Boca Raton,FL.

Application Deadline

This position is anticipated to close on Jul 24, 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® Platinum Award 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 View email address on click.appcast.io (%View email address on click.appcast.io) for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.