Assistant Assistant Jobs in Novato, CA (NOW HIRING)

Job Title: Executive Assistant
Job Description
The Executive Assistant will provide onsite administrative support to finance and operations leaders in a hospital environment. This executive-facing role focuses on managing complex calendars, coordinating meetings with multiple stakeholders, preparing polished PowerPoint materials, and ensuring smooth communication and logistics across executive leadership and administrative teams. The position requires a highly organized professional who can manage competing priorities, maintain a polished presence, and deliver reliable, high-quality support in a fast-paced setting.
Responsibilities

• Provide comprehensive administrative and executive support to finance and operations leaders in a hospital environment.
• Manage complex executive calendars, including scheduling, rescheduling, and prioritizing meetings and appointments.
• Coordinate meetings involving large groups and multiple stakeholders, ensuring all participants receive timely invitations, agendas, and materials.
• Prepare professional, executive-ready PowerPoint presentations and other meeting materials.
• Coordinate logistics for meetings, including room bookings, technology needs, and any required documentation.
• Communicate clearly and professionally with executive leadership, Executive Assistants, assistants, and internal stakeholder groups.
• Collaborate closely with other administrative support teams to ensure alignment and efficient workflows.
• Monitor and manage competing priorities, making sound judgments about scheduling and time allocation for executives.
• Maintain a polished, executive-facing presence in all interactions, both in person and in written communication.
• Support finance and operations activities with administrative tasks as needed, using sound judgment and discretion.
• Use Outlook and other office tools to manage calendars, email communications, and meeting coordination.
• Provide general administrative support such as document preparation, follow-up on action items, and tracking of key deadlines for executive leadership.

Essential Skills

• Proven experience providing executive support and administrative assistance to executives.
• Demonstrated experience managing complex executive calendars with competing priorities.
• Experience coordinating meetings involving large groups and multiple stakeholders.
• Strong skills in creating professional PowerPoint presentations and meeting materials.
• Proficiency with Outlook for calendaring, email, and meeting coordination.
• Ability to maintain a polished, executive-facing presence in a professional setting.
• Strong organizational and coordination skills with high attention to detail.
• Ability to manage competing priorities and adapt to changing needs in a fast-paced environment.
• Experience communicating effectively with executive leadership and cross-functional teams.
• leadership in finance, operations, or leadership similar functions.
• Healthcare administrative experience in a hospital or similar clinical environment.

Additional Skills & Qualifications

• Experience collaborating with Executive Assistants and administrative support teams across an organization.
• Experience in finance support or operations support in a corporate or healthcare setting.
• Ability to build strong working relationships with internal stakeholders at all levels.
• Strong written and verbal communication skills with a professional tone.
• Comfort working in an executive-facing role that requires discretion and sound judgment.

Work Environment
This is a full-time, onsite role based at a hospital campus in San Francisco, with a day shift schedule of approximately 8:00 AM to 5:00 PM. The environment is executive-facing and fast-paced, with frequent interaction with leaders, Executive Assistants, and cross-functional teams. Current leaders are described as collaborative and easy to work with, fostering a supportive and team-oriented culture. All necessary equipment is provided, and work is performed within a professional hospital setting that requires a polished, business-appropriate appearance.
Job Type & Location
This is a Contract position based out of San Francisco, CA.
Pay and Benefits
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)
Workplace Type
This is a fully onsite position in San Francisco,CA.
Application Deadline
This position is anticipated to close on Aug 26, 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 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.