Executive Assistant

Job Title: Executive Assistant

Job Description

This Executive Assistant role provides immediate, high-impact administrative support to executive leadership in a fast-paced, dynamic environment. You will step into an established operating rhythm and quickly learn the leaders preferences to deliver reliable support with minimal ramp-up time. During a defined engagement period, you will help maintain continuity of operations by managing complex schedules, communications, meetings, travel, and team activities.

Responsibilities

• Manage complex, high-volume calendars across multiple time zones, ensuring meetings are scheduled, rescheduled, and prioritized based on business needs.
• Proactively identify and resolve scheduling conflicts while following the leaders meeting preferences and established cadences.
• Serve as a primary point of contact for internal and external stakeholders on behalf of executive leadership.
• Draft, proofread, and manage email correspondence, ensuring clear, professional communication.
• Screen and prioritize incoming messages, flagging urgent items and routing information appropriately.
• Prepare talking points, agendas, and background materials to support leadership in meetings and presentations.
• Coordinate meeting logistics, including room bookings, A/V setup, and attendee management.
• Prepare agendas, pre-read materials, and briefing documents for meetings and events.
• Capture meeting notes, document key decisions, and track action items to completion.
• Follow up on deliverables with stakeholders to ensure timely completion of assigned tasks.
• Arrange domestic and international travel, including flights, hotels, and ground transportation.
• Build detailed travel itineraries and troubleshoot travel disruptions to minimize impact on business activities.
• Process expense reports accurately and on time, adhering to established policies and procedures.
• Assist with planning and executing team events, offsites, and Town Hall meetings as needed.
• Support logistics for employee engagement activities, coordinating with vendors and managing event-related details.
• Maintain distribution lists, team resources, and filing systems to ensure information is organized and accessible.
• Order office supplies and process procurement requests in alignment with operational needs.
• Support onboarding logistics for new team members, including coordination of resources and workspace.
• Assist with space coordination, including desk assignments and seating arrangements for the team.

Essential Skills

• At least 3 years of experience as an Executive Assistant supporting high level or executive-level leadership.
• Demonstrated experience managing complex, high-volume calendars across multiple time zones.
• Proven ability to coordinate domestic and international travel arrangements, including detailed itineraries.
• Strong written and verbal communication skills, with the ability to draft and proofread professional correspondence.
• Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint, or equivalent tools.
• Ability to quickly learn and adapt to a leaders preferences and working style in a fast-paced environment.

Additional Skills & Qualifications

• Experience supporting executive-level or above leadership in a large organization.
• Familiarity with event planning and coordination of team offsites and Town Hall meetings.
• Experience with expense management tools and procurement processes.
• Strong organizational skills with the ability to juggle multiple priorities under tight timelines.
• Comfort working in ambiguous or transitional environments, maintaining composure and effectiveness.
• Experience managing distribution lists, team resources, and filing systems.
• Ability to coordinate logistics for onboarding new team members and managing office space assignments.

Work Environment

This role is based onsite in Bellevue and supports executive leadership and key projects in a fast-paced, highly collaborative office environment. You will step into an established rhythm of operations and work closely with leaders and team members to maintain continuity during a defined engagement period. The position involves frequent interaction with stakeholders across multiple time zones, regular use of Microsoft Office Suite and related productivity tools, and hands-on coordination of meetings, travel, and events. The environment values adaptability, strong organization, and clear communication, with an emphasis on reliable, high-quality administrative support.

Job Type & Location

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

Pay and Benefits

The pay range for this position is $25.00 - $26.00/hr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

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)

Job Type & Location

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

Application Deadline

This position is anticipated to close on Oct 28, 2026.

Workplace Type

This is a fully onsite position in Bellevue,WA.

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.