Administrative Assistant

Aston Carter•Kirkland, WA

5d•Hybrid

About The Position

This role provides high-level administrative and project support to an executive and a fast-growing AI organization. You will manage complex calendars, coordinate travel and events, support headcount and space planning, and serve as a key operational partner to the AI Platform and Core AI administrative teams. The position requires strong initiative, excellent organizational and communication skills, and the ability to work independently, professionally, and efficiently in a dynamic, fast-paced environment.

Requirements

Minimum of 4 years of demonstrated successful administrative experience in a fast-paced environment.
At least 4 years of customer service experience in administrative or related roles.
Proficiency with Microsoft Outlook, including advanced calendar and email management (4+ years).
Proficiency with Microsoft Excel and Word (4+ years).
Experience using internal tools such as Employee Central, TA Hub, HR Insights, MSS, Informa, GMMs, and MS Space (1+ year combined experience).
Strong verbal and written communication skills to support collaboration with team members in various locations.
Excellent organizational skills with a high level of attention to detail.
Strong problem-solving and troubleshooting abilities, particularly in resolving administrative and operational issues.
Demonstrated ability to work independently with minimal supervision while maintaining a high standard of professionalism.
Strong cross-team collaboration skills and the ability to build effective working relationships across functions.
Ability to prioritize and multi-task effectively in a fast-paced environment with frequent changes.
Ability to react with appropriate urgency to time-sensitive situations and requests.
Proven ability to maintain confidentiality and use discretion and judgment in handling sensitive information.
Consistent demonstration of sound judgment, tact, diplomacy, integrity, and professionalism in all interactions.
Ability to lift and move standard office equipment such as computers and peripherals.
Recent experience as an administrative assistant or business administrator within a large technology organization, with familiarity with newly rolled-out internal tools.
Ability to pivot quickly between tasks and adapt to changing business needs.
Demonstrated history of stable employment without a pattern of multiple short-term contracts with unexplained gaps.

Responsibilities

Provide comprehensive administrative support to a Corporate Vice President (CVP), including proactive calendar management, meeting coordination, and prioritization of competing requests.
Arrange and manage domestic and international travel for the CVP, including itineraries, logistics, and adjustments based on shifting business priorities.
Prepare for meetings by coordinating agendas, materials, attendees, and logistics to ensure the CVP’s time is used effectively.
Manage and adjust the CVP’s schedule in response to evolving business needs, ensuring appropriate allocation of time for strategic work, meetings, travel, and team engagement.
Support a team of approximately 35 people with day-to-day administrative needs, including headcount tracking, onboarding, equipment coordination, and space planning.
Partner and cross-collaborate with the AI Platform administrative team and broader Core AI organization to ensure consistent support and coverage.
Work closely with HR, staffing, and finance partners, as well as facilities, to manage headcount, open positions, requisitions, and space assignments.
Create and track requisitions, monitor open roles, and support the onboarding process for new hires, including coordinating start logistics and ensuring access to necessary tools and resources.
Maintain and update distribution lists to ensure accurate and timely communication across the team and organization.
Manage space allocation for the team, anticipate compression issues, schedule individual and group moves, and coordinate with facilities to ensure smooth transitions.
Purchase equipment for new hires and refreshes, including computers and peripherals, in alignment with organizational standards and budgets.
Track assets and update records for custodians, cost centers, recycled assets, and equipment transfers to maintain accurate inventory and accountability.
Review operating budgets and spending, identify potential overages or issues, and partner with finance to resolve discrepancies and ensure accurate reporting.
Serve as interim approver for team expense reports, reviewing submissions for coding accuracy and compliance with policy.
Organize and plan team off-sites, morale events, and other team and organizational gatherings, including logistics, scheduling, vendor coordination, and budget tracking.
Support planning and execution of larger organizational events such as all-hands meetings and cross-team morale events, in partnership with the broader Core AI admin group.
Develop a strong understanding of the organization’s rhythm of business and product ship cycles to schedule events and meetings effectively, anticipate spend, and align support with business priorities.
Provide general administrative support to the broader Core AI organization as needed, including serving as backup for other administrative assistants and contributing to shared initiatives.
Deliver high-quality customer service to internal stakeholders, demonstrating professionalism, responsiveness, and a solutions-oriented mindset.
Handle sensitive information with discretion, maintain confidentiality at all times, and exercise sound judgment, tact, diplomacy, and integrity in all communications.
Work efficiently under pressure and within short time constraints, managing multiple tasks and priorities while maintaining high attention to detail.
Lift and move standard office equipment, such as computers and peripherals, as needed to support equipment setup and moves.