Administrative Assistant

Aston Carter•Seattle, WA

4d•$25 - $27•Onsite

About The Position

The Executive Assistant I provides proactive, high-quality administrative support to leaders, ensuring their time is used effectively and their calendars run smoothly. This role supports one leader or two director-level individual contributors within a smaller team, offering an excellent opportunity to learn the advertising space and grow as an administrative professional. The position requires a curious, driven, and adaptable individual who takes initiative, asks thoughtful questions, and continuously looks for ways to improve processes and onboarding.

Requirements

At least 2 years of experience in an administrative support role such as Executive Assistant, office management, office manager, or similar administrative position.
Proven experience managing complex calendars and coordinating schedules for leaders or teams.
Strong curiosity and a habit of asking thoughtful, detailed questions to understand needs and processes.
High level of adaptability, with the ability to adjust quickly to changing priorities and last-minute requests.
Demonstrated willingness to learn new tools, processes, and business areas, with a focus on continuous improvement.
Ability to think ahead and plan 2–3 weeks in advance to anticipate scheduling and support needs.
Excellent organizational skills and attention to detail in managing time, tasks, and information.
Strong communication skills, with the ability to provide clear updates and feedback to leaders and colleagues.
Bachelor’s degree (or equivalent degree-level education) required.
Motivated, high-potential mindset with a strong drive to grow and take on increasing responsibility.

Nice To Haves

Previous experience supporting directors or leaders is highly beneficial.
Experience in office management or coordination, with familiarity in managing day-to-day office needs.
Experience as a recruiting coordinator or similar support role is a plus.
Comfort working in a fast-paced environment where priorities may shift quickly.
Ability to build trust with leaders by demonstrating reliability, discretion, and proactive support.
Enthusiasm for contributing ideas and feedback to improve onboarding and operational processes.
Strong problem-solving skills with a resourceful, solutions-oriented approach.

Responsibilities

Provide comprehensive calendar management for leaders, ensuring schedules have minimal conflicts and sufficient availability for last-minute requests.
Monitor leaders’ calendars several weeks in advance, anticipating needs and proactively adjusting schedules to support priorities and deadlines.
Coordinate and support onsite needs for leaders, including occasional last-minute tasks such as arranging lunches or meetings.
Ensure leaders know where they need to be and when, providing clear, timely communication and reminders about upcoming meetings and commitments.
Act as a thoughtful steward of leaders’ time by prioritizing meetings, flagging potential conflicts, and suggesting more efficient scheduling options.
Support a smooth onboarding experience by asking detailed questions, identifying gaps, and providing feedback on how to improve processes and tools.
Collaborate closely with leaders and team members to understand their workflows and preferences, adapting support accordingly.
Demonstrate a strong willingness to learn the advertising space and the organization’s operations, applying new knowledge to improve day-to-day support.
Maintain a high level of professionalism, discretion, and reliability in all interactions and administrative tasks.
Continuously look for ways to operate more effectively, offering suggestions and feedback to help leaders and the team work at their best.