Executive Administrative Assistant

This Executive Administrative Assistant role provides high-level support to two leaders and a broader team of 43 members in a fast-paced, dynamic environment. You will manage complex calendars, coordinate meetings and events, support team operations, and handle a wide range of administrative tasks that keep the organization running smoothly. This position offers extensive exposure to leadership, opportunities for professional development, and the chance to collaborate with a strong community of administrators and employees across the organization.

Responsibilities

• Provide executive-level support to two leaders, ensuring their time, priorities, and commitments are managed effectively.
• Own and manage complex calendars with a high degree of accuracy, including scheduling meetings, resolving conflicts, and aligning with leadership priorities.
• Coordinate and schedule internal and external meetings, including logistics, materials, and preparation for leaders and participants.
• Support possible travel arrangements and expense facilitation for leaders, including processing expense reports in a timely and accurate manner.
• Partner closely with team administrators and business partners to set priorities, align schedules, and ensure leaders are fully prepared for key engagements.
• Collaborate with peers across the organization to support a smooth operating model and consistent administrative practices.
• Plan, coordinate, and support large-scale events such as all-hands meetings, morale events, offsites, and other group meetings as needed.
• Manage space planning and team moves, including coordinating seating assignments and ensuring smooth transitions for team members.
• Own and maintain distribution lists and security groups, ensuring they are accurate, up to date, and aligned with team and organizational needs.
• Generate reports, such as headcount and other operational summaries, to support leadership visibility and decision-making.
• Support employee onboarding and offboarding by coordinating access, tools, resources, and communications for new hires and departing employees.
• Purchase equipment, services, and supplies as needed, and process related invoices in accordance with established procedures.
• Respond to policy questions from team members and help troubleshoot administrative and operational issues.
• Maintain highly organized records and information systems while upholding strict confidentiality of sensitive information.
• Prioritize leadership capacity by filtering requests, managing competing demands, and escalating issues when appropriate.
• Handle multiple tasks simultaneously while maintaining attention to detail, consistent follow-through, and timely completion of assignments.
• Adapt quickly to changing priorities and directions in a fast-paced environment, using sound judgment to make decisions and recommendations.
• Participate in special projects and other administrative initiatives as assigned to support the broader team and organization.

Essential Skills

• 2–4 years of experience supporting leaders or executives, including direct executive assistant or executive administrative support responsibilities.
• 2–4 years of experience managing calendars and scheduling through Microsoft Outlook, including complex scheduling and conflict resolution.
• 2–4 years of experience with project management responsibilities, such as coordinating events, initiatives, or operational processes.
• Strong verbal and written communication skills, with the ability to interact professionally at all levels of the organization.
• Proven ability to multi-task and manage time effectively while handling multiple, competing priorities.
• Demonstrated ability to work independently with minimal supervision and to exercise good judgment in a variety of situations.
• Strong customer service orientation and interpersonal skills, with the ability to build effective working relationships.
• High level of organization and attention to detail, with the ability to keep information, tasks, and processes structured and up to date.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Proficiency with Microsoft Office and Outlook for calendaring, communication, and basic reporting.
• Overall 2–4 years of experience in administrative or executive support roles.
• Ability to work 100% on-site, Monday through Friday, in a full-time schedule.

Additional Skills & Qualifications

• No degree is required; candidates from a variety of educational backgrounds are welcome.
• Previous experience supporting leaders in a large or complex organization is highly desirable.
• Previous experience within this type of organizational environment, especially using internal applications and the Office suite, is a strong plus.
• Experience creating headcount or similar operational reports is beneficial.
• Experience coordinating large-scale events such as all-hands meetings, morale events, and offsites is an advantage.
• Demonstrated ability to partner with multiple stakeholders across teams and functions.
• Comfort working in a fast-paced environment that requires adaptability and proactive problem-solving.
• A track record of stability and commitment in prior roles is preferred.

Work Environment

This role is 100% on-site, working Monday through Friday for approximately 40 hours per week, with no regular overtime expected. The position is based in an office environment on a corporate campus, primarily in one building with the possibility of supporting a team in another building on the same campus. You will work closely with a network of administrators, leaders, and team members in a culture that values collaboration, support, and continuous learning. The environment is fast-paced and dynamic, requiring flexibility and the ability to shift priorities quickly. Standard office technology and tools are used, including a laptop, mouse, headset, and external monitor, which are expected to be provided as standard equipment. You will work extensively with Microsoft Outlook and the broader Microsoft Office suite, along with internal applications and systems to manage calendars, communications, reports, and operational processes. The role offers meaningful development and learning opportunities, especially for those interested in deepening their experience in executive support and operations within a large, highly collaborative organization. Dress expectations align with a typical professional office setting.

This is a Contract position based out of Redmond, WA.

The pay range for this position is $40.00 - $42.00/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 Redmond,WA.

This position is anticipated to close on Aug 12, 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.