Executive Assistant II

Aston Carter•Seattle, WA

1d•Onsite

About The Position

The Executive Assistant II provides high-level administrative support to the Vice President of Business Intelligence and Transaction Risk in a fast-paced, high-visibility environment. This role manages a high volume of complex tasks, including calendar and inbox management, travel coordination, expense processing, and preparation for key meetings and deliverables. The position requires a customer-obsessed professional who exercises strong judgment, operates with minimal oversight, and handles confidential information with discretion while interacting professionally with leaders inside and outside the organization.

Requirements

At least 6+ years of experience providing administrative support to management, such as Vice Presidents, sr Vice Presidents, or CEOs.
Proven experience managing complex executive calendars in a fast-paced environment.
Demonstrated ability to handle a high volume of tasks and projects with little to no guidance.
Strong proficiency in Microsoft Office and Outlook, including email, calendar, and document tools.
Exceptional verbal and written communication skills, with the ability to communicate clearly and professionally at all levels.
Impeccable attention to detail and strong organizational skills.
Ability to make smart and timely decisions, especially when prioritizing competing demands and urgent requests.
Demonstrated customer obsession and a strong sense of ownership over tasks and outcomes.
High levels of integrity and discretion in handling confidential and sensitive information.
Ability to perform effectively with minimal oversight in a high-pace environment.
Flexible schedule to support changing priorities and occasional urgent escalations.

Nice To Haves

At least two years of college education required; bachelor’s degree preferred.
Experience as an Executive Assistant, particularly supporting leaders, is highly desirable.
marketing, creative, or similar fast-paced industries is a strong plus.
Experience working in a high-visibility role supporting a Vice President or comparable executive.
Comfort working with teams focused on marketing, creative/design, and technology for North America stores.
Experience in environments that emphasize public relations, brand, or customer-facing initiatives.
Ability to quickly switch contexts and support multiple stakeholders and workstreams.
Previous experience within similar large-scale or high-growth organizations is a plus.

Responsibilities

Provide comprehensive executive support to the Vice President of Business Intelligence and Transaction Risk, ensuring smooth day-to-day operations of the office.
Manage complex and dynamic calendars, including scheduling, rescheduling, and prioritizing meetings across multiple time zones and stakeholder groups.
Monitor, track, and organize the Vice President’s meetings, priorities, and emails, acting as a proxy when appropriate to ensure timely responses and follow-through.
Assess and prioritize incoming information and requests, applying appropriate levels of urgency and making smart, timely decisions on what requires immediate attention.
Coordinate and book domestic and international travel arrangements, including flights, accommodations, ground transportation, and related logistics.
Prepare, submit, and track expense reports and other administrative documentation accurately and on time.
Own meeting preparation end-to-end, including assembling agendas, preparing briefing materials, printing documents, and ensuring all logistics and technology are in place.
Track multiple tasks, action items, and deliverables for the Vice President, ensuring timely follow-up and completion.
Draft, review, and refine written communications, presentations, and other documents with high attention to detail and professionalism.
Maintain a high level of confidentiality and discretion when handling sensitive information and executive-level communications.
Build strong working relationships with internal teams, including marketing, creative, and technology partners, as well as external stakeholders.
Adapt quickly to changing priorities and switch gears at a moment’s notice to support urgent needs or escalations.
Demonstrate high ownership of responsibilities, proactively identifying and resolving issues with minimal oversight.
Support a high-pace environment with a flexible schedule, including occasional responsiveness to urgent escalations outside standard hours when needed.