Executive Admin Assistant

Aston Carter•Seattle, WA

8d•$28 - $30•Remote

About The Position

This is a Contract position based out of Seattle, WA. The role involves managing the end-to-end user research and Early Access Program participant management process, including recruitment, screening, scheduling, and incentive distribution. The ideal candidate will ensure a seamless stakeholder and participant experience by partnering with Research, Design, and Product teams to deeply understand their specific study requirements. The role also focuses on diversifying and scaling the sourcing pipeline by utilizing and expanding channels, driving operational efficiency by serving as a product expert, suggesting process improvements, and maintaining Research Ops governance and knowledge management. Additionally, the role aims to modernize recruitment best practices to enhance participant targeting and recruitment scale by optimizing current tools and methodologies while advocating for new tools when necessary. A willingness to explore AI-powered tools is encouraged. The role also requires maintaining research panel health and integrity by developing internal participant pools while ensuring strict data privacy compliance and clear value communication.

Requirements

1–2 years of experience in client/stakeholder collaboration, service delivery, or project support; or 1+ year in a customer-facing operations role. 3 years preferred.
Proven track record of managing multiple simultaneous requests or cases in a fast-paced environment (e.g., using ticketing systems like Jira or Zendesk).
Experience with CRM and/or research-specific tools such as Qualtrics, Salesforce, Dscout, etc.
Strong written and verbal communication skills with the ability to build trust and credibility with internal and external stakeholders.
Growth mindset: track record of systems thinking and operational improvement.
Exceptional written and verbal communication skills, with a proven ability to lead meetings, draft complex participant screeners, and manage stakeholder expectations clearly and concisely.
Excel
Administrative
Data entry
Customer support
Project coordination

Nice To Haves

Bachelor’s degree preferred in Social Sciences, Communications, or a related field.
A willingness to explore AI-powered tools is encouraged.

Responsibilities

Manage the end-to-end user research and Early Access Program participant management process, including recruitment, screening, scheduling, and incentive distribution.
Ensure a seamless stakeholder and participant experience by partnering with Research, Design, and Product teams to deeply understand their specific study requirements.
Diversify and scale our sourcing pipeline by utilizing and expanding channels including internal databases, external panels (Dscout, Centercode), and professional networks.
Drive operational efficiency by serving as a product expert, suggesting process improvements, and maintaining Research Ops governance and knowledge management.
Modernize recruitment best practices to enhance participant targeting and recruitment scale by optimizing the tools and methodologies available today while advocating for new tools when necessary.
Maintain the research panel health and integrity by developing internal participant pools while ensuring strict data privacy compliance and clear value communication.