Executive Assistant

Job Title: Executive Assistant

Job Description

The Executive Assistant will provide high-level, onsite administrative support to senior finance and operations leadership in a hospital setting. This executive-facing role focuses on managing complex calendars, coordinating meetings and logistics, preparing polished PowerPoint materials, and serving as a professional point of contact for executive leaders, Executive Assistants, assistants, and key stakeholder groups. The position requires exceptional organization, strong communication skills, and the ability to manage competing priorities while delivering reliable, polished support in a dynamic environment.

Responsibilities

• Provide comprehensive administrative and executive support to senior finance and operations leaders, including the CME and CFO.
• Manage complex executive calendars in Outlook, including scheduling, rescheduling, and prioritizing meetings with internal and external stakeholders.
• Coordinate meetings involving large groups and multiple stakeholders, ensuring all participants receive accurate invitations, agendas, and materials.
• Prepare professional, executive-ready PowerPoint presentations and other meeting materials.
• Coordinate logistics for meetings and events, including room reservations, technology needs, and any required support services.
• Serve as a primary point of contact for executive leadership, Executive Assistants, assistants, and stakeholder groups, ensuring clear and timely communication.
• Collaborate closely with other administrative support teams to ensure seamless coordination across executive leaders and departments.
• Track and manage competing priorities, deadlines, and follow-up items to ensure executives are well-prepared and informed.
• Maintain a polished, executive-facing presence in all interactions, representing leadership and the organization with professionalism.
• Provide general administrative support such as document preparation, correspondence, and organization of electronic files as needed.
• Support finance and operations leadership with administrative tasks related to their functional areas as required.

Essential Skills

• Proven experience providing executive support to senior executives, including C-suite leadership.
• Demonstrated ability to manage complex executive calendars and prioritize competing demands.
• Strong meeting coordination skills, including organizing meetings with large groups and multiple stakeholders.
• Proficiency with Outlook for calendar management and communication.
• Ability to create polished, executive-ready PowerPoint presentations and materials.
• Experience communicating directly with executive leadership and senior stakeholders in a professional manner.
• Strong organizational and coordination skills with keen attention to detail.
• Ability to manage competing priorities in a fast-paced environment.
• Capability to maintain a polished, executive-facing presence in a high-visibility role.
• Healthcare administrative experience, particularly in a hospital or similar environment.

Additional Skills & Qualifications

• Experience supporting C-suite leaders in finance and operations functions.
• Background in finance support or operations support in a corporate or healthcare setting.
• Experience collaborating with cross-functional administrative support teams.
• Comfort working within a structured, process-driven environment while adapting to changing priorities.

Work Environment

This is a full-time, onsite position based at a hospital campus in San Francisco, CA. The role operates in a professional hospital environment, working closely with executive leadership and administrative teams. The schedule follows a day shift, typically from 8:00 AM to 5:00 PM. All necessary equipment is provided. The culture is described as collaborative, with managers who are easy to work with and supportive of teamwork and open communication. Professional attire is expected to maintain a polished, executive-facing presence in this high-visibility role.

This is a Contract position based out of San Francisco, CA.

The pay range for this position is $35.00 - $39.00/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 fully onsite position in San Francisco,CA.

This position is anticipated to close on Aug 26, 2026.

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 [email protected] 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.