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, high-impact environment. The role manages complex schedules, communications, travel, expenses, and events, while anticipating leaders’ needs and prioritizing competing demands. It requires sound judgment, urgency, professionalism, confidentiality, and accuracy.

This is a contract-to-hire position based onsite at a Seattle office five days per week. The schedule is a 40-hour workweek, generally flexible 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 role uses Microsoft Office, Outlook, and Concur, among other standard office productivity tools. The work environment is described as collaborative and inclusive, with mentorship, knowledge sharing, learning opportunities, and flexibility within the onsite schedule.

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 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 dealing 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 two years of college; a bachelor’s degree is preferred.
• Demonstrated alignment with leadership principles such as ownership, bias for action, and insisting on high standards.

Nice To Haves

• 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 similar dynamic environment.
• Experience designing processes to maximize efficiency and scalability in administrative operations.
• Experience working with different levels of leadership and cross-functional teams.
• Bachelor’s degree in a relevant field such as business, communications, or a related discipline.
• 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 leaders in Accounting and manage their time and priorities.
• Manage complex calendars for several leaders across time zones, including scheduling, rescheduling, and prioritizing meetings.
• Track Director meetings, priorities, and emails, and act as a proxy when appropriate to ensure timely responses and follow-through.
• Coordinate domestic and international travel, including flights, accommodations, ground transportation, and visa arrangements.
• Prepare, submit, and reconcile expense reports while ensuring accuracy and compliance with company policies.
• Organize and execute team events, town halls, offsites, and internal meetings, including logistics, communications, and onsite support.
• Manage a high volume of tasks and projects with minimal guidance, meet deadlines, and adjust plans as priorities change.
• Make timely decisions and respond with appropriate urgency to situations requiring quick action or turnaround.
• Handle sensitive information with confidentiality and discretion and maintain professionalism in interactions with senior professionals.
• Draft, review, and refine written communications, presentations, and meeting materials.
• Identify opportunities to improve processes and workflows and contribute to process improvement initiatives.
• Adapt quickly as business needs change and demonstrate ownership, bias for action, and high standards.

Benefits

• Medical, dental, and vision coverage, subject to eligibility.
• Critical illness, accident, and hospital coverage, subject to eligibility.
• 401(k) retirement plan with pre-tax and Roth post-tax contribution options, subject to eligibility.
• Voluntary life and AD&D insurance for employees and dependents, subject to eligibility.
• Short- and long-term disability coverage, subject to eligibility.
• Health Spending Account (HSA), subject to eligibility.
• Transportation benefits, subject to eligibility.
• Employee Assistance Program, subject to eligibility.
• Time off and leave, including PTO, vacation, or sick leave, subject to eligibility.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Education Level: High school or GED