Administrative Assistant

Administrative Assistant (HR Support) – Contract to Hire

Pasadena, CA (Onsite)

Overview

This position supports the HR Manager and leadership team in a fully onsite office environment. The role focuses on executive-level administrative support, calendar management, presentation creation, and process coordination. This is a long-term opportunity for someone who is highly organized, detail-oriented, and comfortable working independently when leadership is traveling or out of office.

Key Responsibilities

• Manage and coordinate executive calendars, primarily supporting the HR Manager
• Create, edit, and enhance leadership presentations using PowerPoint (including AI tools when applicable)
• Assist with expense reporting and tracking
• Organize and maintain digital files, records, and documentation
• Support Outlook-related scheduling, communications, and meeting coordination
• Help build and improve internal administrative processes
• Handle confidential and sensitive information with discretion
• Provide administrative support to leadership during travel or periods of absence

Day-To-Day Activities

• Developing and refining PowerPoint presentations for leadership
• Managing scheduling and calendaring needs
• Improving administrative workflows and processes
• Supporting general administrative requests across teams

Qualifications

• 2+ years of administrative or executive support experience
• Strong proficiency in Microsoft Office (Excel, Outlook, PowerPoint)
• Familiarity or experience with AI tools such as ChatGPT or Microsoft Copilot preferred
• Strong organizational skills and attention to detail
• Ability to work independently and manage tasks without direct supervision
• Effective communication skills, both written and verbal

Job Type & Location

This is a Contract to Hire position based out of Pasadena, CA.

The pay range for this position is $30.00 - $35.00/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 Pasadena,CA.

This position is anticipated to close on May 29, 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.

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.