Executive Assistant II

Aston Carter•Seattle, WA

4d•$30 - $35•Onsite

About The Position

The Executive Assistant II provides high-level administrative support to multiple Directors in Accounting in a fast-paced environment. The role manages complex calendars and email, coordinates domestic and international travel, processes expenses, and plans events. The Executive Assistant anticipates needs, prioritizes competing demands, works with appropriate urgency, and maintains professionalism, confidentiality, and accuracy. The position is fully onsite at a Seattle office five days per week, with a 40-hour workweek and generally flexible hours around 9:00 a.m. to 5:00 p.m. Occasional later hours may be needed for events and key meetings; overtime is not available. The environment is collaborative and inclusive, emphasizes work-life balance, mentorship, knowledge sharing, and ongoing learning, and offers projects that support professional growth. Standard tools include Microsoft Office, Outlook, and Concur. This is a contract-to-hire position. The stated pay range is $30.00–$35.00 per hour. If eligible, benefits for this temporary role may include medical, dental, and vision coverage; critical illness, accident, and hospital coverage; a 401(k) retirement plan with pre-tax and Roth post-tax contributions; voluntary life and AD&D insurance; short- and long-term disability; a Health Spending Account (HSA); transportation benefits; an Employee Assistance Program; and paid time off, vacation, or sick leave. Benefits are subject to eligibility, job classification, length of employment, and applicable plan terms.

Requirements

At least 5 years of experience supporting senior leaders in an executive assistant or similar administrative role.
Experience managing complex calendars for multiple leaders across several time zones; Microsoft Outlook experience is preferred.
Strong event-planning experience, including organizing team meetings, town halls, and other internal events.
Hands-on expense management experience, ideally using Concur, with attention to detail and policy compliance.
Ability to complete a high volume of tasks and projects with little to no guidance while maintaining quality.
Impeccable attention to detail and ability to identify and correct errors in schedules, documents, and communications.
Ability to make timely decisions and respond with appropriate urgency to time-sensitive situations.
Exceptional verbal and written communication skills and ability to communicate clearly and professionally with senior stakeholders.
Ability to adapt quickly and remain flexible in a fast-changing environment.
Integrity and discretion in handling confidential information.
Professionalism when working with senior professionals inside and outside the organization.
Strong working knowledge of Microsoft Office, including Outlook, and other productivity tools.
At least a high school diploma and at least two years of college.
Demonstrated alignment with ownership, bias for action, and insisting on the highest standards.

Nice To Haves

Bachelor’s degree, preferably in business, communications, or a related field.
Experience booking domestic and international travel, including visa requirements and complex itineraries.
Experience leading or contributing to process-improvement initiatives that streamline administrative workflows.
Background in a fast-paced, high-tech company or a similarly dynamic environment.
Experience designing processes to maximize efficiency and scalability in administrative operations.
Experience working with different levels of leadership and cross-functional teams.
Ability to build strong working relationships and collaborate effectively across teams.
Comfort working in an environment that values inclusion, mentorship, and continuous learning.

Responsibilities

Provide comprehensive administrative support to multiple senior Accounting leaders and manage their time and priorities.
Manage complex calendars across multiple time zones, including scheduling, rescheduling, and prioritizing meetings amid competing demands.
Monitor leaders’ meetings, priorities, and emails, and act as a proxy when appropriate to support timely responses and follow-through.
Coordinate domestic and international travel, including flights, accommodations, ground transportation, and visas.
Prepare, submit, and reconcile expense reports accurately and in accordance with company policies.
Organize and execute town halls, offsites, internal meetings, and other team events, including logistics, communications, and onsite support.
Handle a high volume of tasks and projects with minimal guidance, meet deadlines, and adapt plans as priorities change.
Use sound judgment and respond with appropriate urgency to situations requiring quick decisions or turnaround.
Maintain confidentiality and discretion when handling sensitive information and demonstrate professionalism in interactions with internal and external senior professionals.
Draft, review, and refine written communications, presentations, and meeting materials with attention to detail and clarity.
Identify opportunities to improve processes and workflows and contribute to initiatives that increase efficiency.
Adapt quickly as business needs change and demonstrate ownership, bias for action, and high standards of quality and execution.