Executive Assistant II [Seattle, WA]

Aston Carter•Seattle, WA

15h•$31 - $32•Onsite

About The Position

This Executive Assistant II role provides high-level administrative support to the Vice President of International Marketing within a major global streaming and entertainment organization. The position focuses on complex calendar management, international travel coordination, email and communication triage, and end-to-end administrative support in a fast-paced, high-volume environment. The Executive Assistant manages multiple competing priorities with minimal guidance, ensures timely execution of deliverables, and serves as a trusted proxy for the Vice President when appropriate. This is a highly visible role that offers direct interaction with leaders, exposure to global marketing operations, and an opportunity to build experience supporting at the VP level within a leading technology and entertainment company.

Requirements

6+ years of experience supporting management, including Vice Presidents, CEOs, or equivalent executive-level leaders.
Proven experience with executive-level calendar management, including complex, high-volume scheduling and conflict resolution across multiple time zones.
Experience coordinating domestic and international travel, including flights, hotels, ground transportation, and travel documentation such as visas and passports.
Strong proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint, and the ability to use these tools for calendar management, documentation, and presentations.
Experience managing confidential and sensitive employee or business information, with strict adherence to confidentiality standards and protocols.
Demonstrated ability to manage multiple, competing priorities simultaneously in a fast-paced environment, while maintaining accuracy and attention to detail.
Impeccable attention to detail, with the ability to complete a high volume of tasks and projects with little to no guidance.
Ability to make smart, timely decisions and to react with appropriate levels of urgency to situations requiring quick response or turnaround.
Exceptional verbal and written communication skills, including the ability to draft professional correspondence and communicate effectively with stakeholders.
Ability to switch gears quickly and adapt to changing priorities, schedules, and expectations.
High levels of integrity and discretion when handling confidential information and interacting with professionals inside and outside the organization.
High degree of professionalism, including polished communication, strong judgment, and a service-oriented mindset when supporting executives and stakeholders.
At least two years of college education required.

Nice To Haves

Ideally 5+ years of experience in executive support, with flexibility to consider slightly less for strong candidates.
Bachelor’s degree preferred.
Experience providing VP and/or C-suite level support within large, complex organizations.
Experience working within global or international teams, including coordinating across multiple regions and time zones.
Familiarity with tools commonly used in large technology or entertainment companies, such as corporate travel and expense systems and internal communication platforms.
Experience supporting leaders in marketing, media, entertainment, or streaming environments is beneficial.
Demonstrated ability to build strong working relationships with leaders, peers, and cross-functional partners.
Comfort working within established processes and best practices while identifying opportunities to improve efficiency and organization.
Ability to quickly learn and adapt to new systems, tools, and workflows during a structured onboarding and shadowing period.
Strong organizational skills, including the ability to maintain clear documentation, logs of decisions, and records of open items.
Proactive, self-directed approach to work, with the confidence to operate independently while knowing when to escalate issues.

Responsibilities

Provide comprehensive administrative support to the Vice President of International Marketing while the primary Executive Assistant is on leave, ensuring continuity of operations for a large, globally distributed marketing organization.
Review and manage the Vice President’s calendar daily, proactively identifying and resolving scheduling conflicts and ensuring optimal use of time.
Schedule meetings across multiple global time zones, including EMEA and APAC, taking into account regional working hours and stakeholder availability.
Prepare daily briefings for the Vice President, including meeting agendas, attendee context, and pre-read materials to ensure the VP is fully prepared for all engagements.
Monitor the calendar for last-minute changes, adjust schedules accordingly, and communicate updates promptly to internal and external stakeholders.
Monitor incoming email and other communications, triage messages, and flag high-priority items that require urgent attention from the Vice President.
Draft and send responses on behalf of the Vice President when appropriate, maintaining the correct tone, context, and level of detail.
Route requests and inquiries to the appropriate team members or departments, ensuring timely follow-up and clear ownership of action items.
Track outstanding action items arising from emails and meetings, document them clearly, and follow up to ensure completion within agreed timelines.
Process expense reports accurately and within five business days of travel, adhering to internal policies and documentation requirements.
Order office supplies and other necessary materials as needed, ensuring the Vice President and team have the resources required to operate effectively.
Maintain and update distribution lists and organizational charts, keeping team structures and contact information current and accurate.
Book domestic and international travel for the Vice President, including flights, hotels, and ground transportation, in line with preferences and corporate guidelines.
Create detailed travel itineraries that include confirmation numbers, logistics, and contingency details to support smooth and efficient travel.
Coordinate visa and passport requirements for international travel, ensuring all documentation is in place ahead of departure.
Reconcile travel expenses after each trip, confirming accuracy and submitting required documentation in a timely manner.
Compile pre-read materials, presentations, and agendas for leadership and cross-functional meetings, ensuring all participants receive necessary information in advance.
Document meeting action items and decisions, track deliverables, and follow up with responsible stakeholders to ensure timely completion.
Coordinate with other Executive Assistants to schedule cross-functional meetings, align on priorities, and support broader organizational initiatives.
Support planning and execution of team events, off-sites, and organization-wide meetings, including logistics, scheduling, and coordination with venues or virtual platforms.
Assist with onboarding logistics for new team members, including access setup, introductory meetings, and distribution of onboarding materials.
Coordinate with vendors and external partners as needed for events, meetings, or special projects, ensuring smooth communication and execution.
Operate with a high level of discretion and professionalism when handling confidential and sensitive information related to employees, projects, and strategic initiatives.
Manage multiple tasks and projects simultaneously with minimal guidance, making smart and timely decisions and adjusting priorities as circumstances change.
React with appropriate urgency to situations that require quick response or turnaround, escalating critical or ambiguous issues when necessary.
Maintain a running log of decisions made, issues encountered, and open items during the assignment to support transparency and continuity.
Participate in a structured workflow and handover process, including onboarding and shadowing, independent execution with periodic check-ins, and a thorough transition back to the returning Executive Assistant.
Document any new processes, stakeholder preferences, or best practices identified during the assignment and provide a comprehensive handover of pending tasks and open action items.