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Executive Assistant

Costa Mesa, CA

Astro Pak is the nation's leading precision cleaning and passivation contractor specializing in on-site cleaning of high purity gas and fluid systems, as well as precision cleaning of components and hardware at the company’s Cleanroom facilities. Astro Pak provides services to over 15 sectors including: Data Centers, Biotechnology, Pharmaceutical, Aerospace, Semiconductor, and other selected Industrial markets. The company, founded in 1959, has performed on-site precision chemical cleaning in every State of the Union as well as several projects in Asia, continental Europe, England, Ireland and Mexico.

Astro Pak is seeking a highly organized, proactive, and detail-oriented Executive Assistant to support the Executive Leadership Team (President, COO, CFO, and CPO). This role serves as a critical operational partner to leadership—ensuring seamless coordination of executive priorities, communications, travel, meetings, and day-to-day administrative functions.

The ideal candidate thrives in a fast-paced, growth-oriented environment, exercises sound judgment, maintains strict confidentiality, and can independently manage competing priorities while supporting strategic initiatives across the business.

What You’ll Do

Executive & Administrative Support

  • Provide day-to-day administrative support to the President, COO, CFO, and CPO.
  • Manage complex calendars, scheduling, and prioritization of meetings across internal and external stakeholders.
  • Coordinate executive communications, including email triage, drafting correspondence, and preparing briefing materials.
  • Serve as a liaison between executives and employees, customers, vendors, and partners.
  • Maintain confidentiality and professionalism in handling sensitive business and personnel matters.

Travel, Meetings & Event Coordination

  • Coordinate domestic and international travel arrangements (flights, hotels, ground transportation, itineraries).
  • Prepare detailed travel schedules and logistics packages.
  • Plan and coordinate executive meetings, offsites, leadership sessions, and internal events.
  • Support logistics for board meetings, leadership summits, and executive planning sessions.
  • Capture and distribute meeting agendas, notes, and action items.

Office & Operational Coordination

  • Assist with general office coordination and administrative processes.
  • Manage supplies, vendor relationships, and service requests as needed.
  • Support onboarding logistics for executive hires and key leaders.
  • Help coordinate cross-functional initiatives and follow-ups tied to executive priorities.

Presentation & Business Support

  • Create and format PowerPoint presentations for executive meetings, board discussions, and leadership communications.
  • Perform basic Excel work (tracking, reporting, summaries, simple data analysis) to support executive initiatives.
  • Compile briefing materials, reports, and dashboards for leadership review.
  • Assist with document preparation, formatting, and version control.

Project & Priority Management

  • Track key executive priorities, deadlines, and deliverables.
  • Support cross-functional coordination tied to strategic initiatives.
  • Anticipate executive needs and proactively resolve administrative or logistical challenges.
  • Support special projects as assigned by the Executive Team.

What We’re Looking For

Required

  • 5+ years of experience supporting senior executives in a fast-paced business environment.
  • Demonstrated experience managing multiple executive calendars and priorities.
  • Strong proficiency in Microsoft Office (PowerPoint, Excel, Outlook, Word).
  • Exceptional organizational, time-management, and prioritization skills.
  • High degree of discretion and ability to handle confidential information.
  • Excellent written and verbal communication skills.
  • Ability to operate independently and exercise sound judgment.

Preferred

  • Experience supporting multi-leader executive teams.
  • Background in industrial services, field services, construction, or similar operational environments.
  • Experience supporting board-level materials and executive reporting.
  • Familiarity with expense management, travel platforms, and project tracking tools.

Key Competencies

  • Executive presence and professionalism
  • Proactive problem-solving and anticipation of needs
  • Attention to detail and accuracy
  • Ability to manage ambiguity and shifting priorities
  • Strong interpersonal skills and stakeholder management
  • Operational mindset with a “get things done” orientation

Salary & Benefits

  • The pay for this position has a base salary of $90,000-$110,000. The actual pay will carefully consider a wide range of factors, including your skills, qualifications, experience and location.
  • In addition to highly employer-subsidized medical, dental, and vision plans, Astro Pak offers competitive retirement savings and 401k plans, flexible spending, family leave, training and paid time off.

Astro Pak Corporation is an equal opportunity employer. We provide equal employment opportunity to all qualified applicants and employees without regard to race, color, religion, sex (including pregnancy, sexual orientation, gender identity), age (40 or older), national origin, disability, genetic information, or protected veteran status. We will reasonably accommodate applicants or employees with disabilities, and comply with all applicable federal, state, and local anti-discrimination laws.

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