Executive Assistant II [Seattle, WA]

Aston Carter•Seattle, WA

1d•$30 - $32•Onsite

About The Position

This Executive Assistant II role provides high-level administrative support to multiple Directors within the Accounting organization. The position manages a high volume of complex tasks, including sophisticated calendar and email management, travel and expense coordination, and ongoing tracking of meetings, priorities, and action items. The role requires a customer-obsessed, highly motivated professional who can operate with minimal guidance, maintain impeccable attention to detail, and handle confidential information with discretion while partnering closely with senior leaders.

Requirements

At least two years of college education required.
Minimum of 5 years of experience providing executive support to senior management such as Directors, Vice Presidents, senior Vice Presidents, or CEOs.
Demonstrated ability to complete a high volume of tasks and projects with little to no guidance.
Impeccable attention to detail and strong organizational skills.
Proven ability to make smart, timely decisions in a fast-paced environment.
Ability to react with appropriate urgency to situations requiring quick response or turnaround.
Exceptional verbal and written communication skills.
High level of integrity and discretion in handling confidential information.
High degree of professionalism when interacting with senior professionals inside and outside the company.
Excellent PC skills, including strong working knowledge of Microsoft Office.
Advanced proficiency with Microsoft Outlook for email and calendar management.
Experience with calendar management and complex scheduling for senior leaders.
Experience processing expenses through Concur or a similar expense management system.
Background in executive administrative support and administrative assistance.
Ability to manage multiple priorities and tasks simultaneously in a dynamic environment.

Nice To Haves

Bachelor’s degree preferred.
Experience with event planning and coordination for internal and external meetings or team events.
Proficiency with Microsoft PowerPoint for creating and formatting presentations.
Strong customer-obsessed mindset and commitment to delivering high-quality support.
Comfort working with a broad mix of experience levels and tenures within a team.
Interest in continuous learning and participation in ongoing learning experiences.
Ability to thrive in an inclusive culture that values diverse perspectives and collaboration.
Motivation to grow professionally and take on increasingly complex tasks and projects.

Responsibilities

Provide comprehensive executive support to multiple Directors in the Accounting organization, ensuring their time and priorities are effectively managed.
Manage complex calendars, including scheduling and rescheduling meetings, resolving conflicts, and coordinating with internal and external stakeholders.
Monitor, track, and organize meetings, priorities, and emails, ensuring that items requiring attention are surfaced and addressed promptly.
Act as a proxy for executives when appropriate, handling communications and follow-ups on their behalf with a high level of professionalism.
Coordinate domestic and international travel arrangements, including flights, accommodations, ground transportation, and itineraries.
Prepare, process, and reconcile expense reports using Concur, ensuring accuracy and compliance with company policies.
Provide full administrative support to the office, including document preparation, data entry, filing, and records management.
Manage multiple tasks and action items simultaneously, documenting, tracking, and following up to ensure timely completion of deliverables.
Draft, edit, and proofread correspondence, presentations, and other written materials using Microsoft Office tools, including Outlook and PowerPoint.
Prioritize incoming requests and information, making smart and timely decisions about what requires immediate attention and what can be deferred.
Respond quickly and effectively to urgent situations and time-sensitive requests, demonstrating sound judgment and a strong sense of urgency.
Maintain a high level of integrity and discretion when handling confidential and sensitive information related to executives and the organization.
Collaborate with internal teams to plan and support events, meetings, and team activities, ensuring smooth execution and logistics.
Communicate clearly and professionally with senior professionals inside and outside the company, representing the executives and the organization in a polished manner.
Adapt quickly to changing priorities and shifting demands, switching gears at a moment’s notice while maintaining accuracy and composure.