Executive Assistant I

Aston Carter•Seattle, WA

2d•$25 - $26•Onsite

About The Position

This Executive Assistant I role provides high-level administrative support to Tax Directors in a fast-paced, global environment based in Seattle. The position focuses on complex calendar management, domestic and international travel coordination, event planning, and leadership meeting support across multiple time zones. The role requires exceptional planning, time management, and organizational skills, along with a strong bias for action, strategic thinking, and the ability to anticipate needs. A high level of integrity, discretion with confidential information, and professionalism in interactions with high-level executives are essential.

Requirements

At least 2-3+ years of experience supporting high-level management such as Vice Presidents and Directors in an administrative or Executive Assistant capacity.
Demonstrated experience with complex calendar management and scheduling across multiple time zones.
Proven ability to coordinate domestic and international travel, including detailed itinerary planning.
Strong time management skills with the ability to manage a high volume of tasks and projects with minimal guidance.
Exceptional organizational skills and attention to detail, ensuring accuracy in scheduling, documentation, and expense management.
Ability to make smart and timely decisions and to apply appropriate urgency to competing requests and priorities.
High level of integrity and discretion in handling confidential information and sensitive matters.
Professionalism in dealing with high-level professionals inside and outside the organization.
Excellent verbal and written communication skills, including the ability to communicate clearly with executives, peers, and external partners.
Ability to switch gears quickly and adapt to changing priorities and demands.
Excellent PC skills, including strong working knowledge of Microsoft Office and Outlook tools.

Nice To Haves

At least two years of college required; bachelors degree preferred.
Experience supporting tax or finance-related teams is beneficial for gaining experience within a tax environment.
Demonstrated proactive approach to work, consistently anticipating needs and taking initiative.
Customer-obsessed mindset with a focus on providing high-quality support to high-level leaders and stakeholders.
Gen AI fluency is preferred, including comfort using generative AI tools to enhance productivity and efficiency.
Experience organizing team events such as all-hands meetings, off-sites, and staff meetings.
Ability to collaborate effectively with other Executive Assistants and cross-functional partners.

Responsibilities

Manage complex calendars and scheduling for high-level leaders and teams across multiple locations and time zones, ensuring priorities are accurately reflected and meetings are appropriately sequenced.
Set up internal and external meetings, including reserving conference rooms, arranging audio-visual needs, and ensuring all logistical details are in place.
Coordinate domestic and international travel itineraries, including flights, accommodations, ground transportation, and any required documentation.
Create, submit, and track expense reports, ensuring accuracy and timely processing in accordance with company policies.
Monitor and track Directors meetings, priorities, and emails, acting as proxy when appropriate to ensure timely responses and follow-through.
Track and help drive completion of key deliverables, following up on action items and ensuring deadlines are met.
Organize, execute, and assist with team activities such as staff meeting agendas, all-hands meetings, off-sites, and other team events.
Partner closely with the leadership team, key business partners, and other Executive Assistants to provide coordinated, holistic support to the organization.
Coordinate and communicate effectively with peers, internal stakeholders, and external vendors to support operational needs and resolve issues.
Manage multiple tasks and action items simultaneously, including documentation, follow-up, and preparation of materials for Directors.
Prioritize tasks and requests amid a high volume of information, applying appropriate levels of urgency and making smart, timely decisions.
Maintain strict confidentiality and handle sensitive information with discretion and professionalism.
React quickly to situations and events that require rapid response or turnaround, switching gears at a moments notice as priorities change.