Executive Assistant II

Aston Carter•Kirkland, WA

10d•$30 - $32•Hybrid

About The Position

This role provides high-level administrative support to teams across multiple lab sites in Redmond and offers additional support to a leader based in San Jose. The Executive Assistant II / Administrative Support IV manages complex calendars, coordinates logistics for deliveries and office operations, and supports project-related activities in a fast-paced environment. The position plays a critical role in ensuring smooth day-to-day operations, efficient onboarding of contractors, and timely execution of team initiatives.

Requirements

2–4 years of experience providing administrative support in a fast-paced environment.
Proven experience with calendar management, including setting up preparation meetings and meetings with leaders.
Project experience, including coordinating tasks, timelines, and logistics.
Strong transferable administrative skills such as organization, communication, and multitasking.
Proficiency with Outlook for calendar and email management.
Ability to coordinate and track deliveries, orders, and rentals across multiple locations.
Capability to follow up on purchase orders and drive timely approvals.
Experience supporting teams and leaders across different locations or time zones.
Demonstrated ability to work independently and manage competing priorities.

Nice To Haves

Experience working in lab or technical office environments is beneficial.
Prior experience coordinating office moves or facilities-related activities is an advantage.
Familiarity with onboarding processes for contractors, including account permissions and training coordination.
Comfort working with evolving processes and adapting to changing project needs.
Degree is not required; relevant experience is considered more important than formal education.

Responsibilities

Provide comprehensive administrative support to teams across multiple lab sites in Redmond and to a leader based in San Jose.
Manage complex calendars, including scheduling and organizing prep meetings and meetings with leadership.
Coordinate internal and external deliveries for designated buildings, including receiving deliveries at multiple lab sites and managing outgoing shipments.
Support onboarding of new contractors by arranging account permissions, coordinating required training, and ensuring access to necessary tools and systems.
Plan and place orders for working lunches and dinners for teams in buildings without cafeteria services, ensuring accurate and timely delivery.
Monitor purchase orders and proactively follow up with approvers to expedite approvals and reduce delays in processing.
Coordinate forklift and truck rentals to support operational and project needs at lab sites.
Organize and support office moves, including coordinating logistics and ensuring minimal disruption to teams.
Assist with project coordination activities, helping teams track tasks, timelines, and key deliverables.
Communicate effectively with team members across locations to align schedules, logistics, and operational needs.
Maintain organized records of administrative activities, including deliveries, orders, rentals, and office moves.
Adapt to changing priorities and project demands while maintaining a high level of accuracy and professionalism.