Executive Assistant II

Aston Carter•Seattle, WA

1d•Onsite

About The Position

The Executive Assistant II provides proactive, high-quality administrative support to leaders, ensuring their time is used effectively and their priorities are well managed. This role supports one leader or two director-level individual contributors within a smaller team, helping them navigate a dynamic environment in the advertising space. The Executive Assistant II anticipates needs, manages complex calendars, and looks ahead several weeks to prevent conflicts and enable leaders to focus on strategic work.

Requirements

At least 2 years of experience in an executive assistant, office management, administrative, or closely related role.
Proven experience managing complex calendars for leaders or multiple stakeholders.
Strong organizational skills with the ability to plan and prioritize work several weeks in advance.
High level of curiosity and a habit of asking thoughtful questions to understand needs and improve processes.
Demonstrated adaptability and comfort working in a fast-paced, dynamic environment.
Ability to learn quickly and apply new information to improve support and efficiency.
Excellent communication skills, with the ability to keep leaders informed and prepared.
Bachelor’s degree (degree required).
Proactive mindset with a strong sense of ownership and accountability for tasks and outcomes.
High potential for growth, with a strong drive to take initiative and go beyond basic administrative tasks.

Nice To Haves

Previous experience as an executive assistant, office manager, or in office management is highly beneficial.
Experience in a recruiting coordinator or similar coordination role is a plus.
Comfort working closely with leadership and understanding their priorities and expectations.
Demonstrated ability to provide constructive feedback on processes such as onboarding and operational workflows.
A strong desire to learn, grow, and be developed in the role, showing enthusiasm and motivation to take on new challenges.

Responsibilities

Provide comprehensive executive support to one leader or two director-level individual contributors, ensuring their schedules and priorities are well organized.
Manage complex calendars with great attention to detail, minimizing conflicts and ensuring availability for last-minute requests and high-priority meetings.
Plan leaders’ schedules 2–3 weeks in advance, proactively identifying potential conflicts and making adjustments to optimize their time.
Ensure leaders know where they need to be and when, providing clear, timely communication and reminders about upcoming meetings, deadlines, and events.
Offer onsite support for leaders as needed, including occasional last-minute tasks such as arranging lunches or meeting logistics.
Act as a thoughtful steward of leaders’ time by evaluating meeting requests, prioritizing appropriately, and suggesting more efficient ways of working.
Ask detailed, thoughtful questions to fully understand processes, expectations, and priorities, and use this information to improve support.
Provide feedback on the onboarding process and administrative workflows to help improve how the team operates and to ensure leaders have what they need to work effectively.
Collaborate with internal stakeholders to coordinate meetings, events, and other administrative activities that support the leadership team.
Demonstrate a strong willingness to learn and continuously improve, actively seeking guidance and input to grow in the role.
Adapt quickly to changing priorities, maintaining composure and effectiveness in a fast-paced and evolving environment.