Executive Assistant

Aston Carter•Seattle, WA

11d•$34 - $36•Hybrid

About The Position

A mid-sized non-profit organization in downtown Seattle seeks a skilled Senior Administrative Assistant for a 6-month temp-to-hire opportunity. This hybrid role requires three days per week onsite, with the potential for additional days during large events or conferences. The position offers a competitive hourly rate and involves providing executive-level administrative support, prioritizing the CEO and then the Vice President. The Executive Assistant provides advanced, high-level administrative support to the Chief Executive Officer and two Vice Presidents. The role involves administering company-wide travel systems, overseeing purchasing and the SharePoint PO workflow, managing office and facilities operations, and coordinating major organizational events, including Board of Directors meetings and annual group travel.

Requirements

BA/BS degree or 4 years of administrative/technical experience may substitute for the educational requirement.
Four years of progressively responsible related work experience or an equivalent combination of education, experience, and training.
Excellent verbal and written communication skills.
Strong time-management, prioritization, and problem-solving abilities.
Demonstrated organizational and multi-tasking skills with strong attention to detail.
Strong interpersonal skills and commitment to teamwork.
Proven ability to learn and adapt to new software applications and technology.
Proficient in Microsoft Word, PowerPoint, Excel, and Outlook.

Nice To Haves

Proficient in Adobe Acrobat, Photoshop, InDesign, Illustrator, Premier Pro, and Captivate.
Experience planning and executing successful meetings and events.

Responsibilities

Manage complex calendars, internal/external meeting logistics, agendas, and materials preparation.
Support executive project planning and coordination; track deadlines and follow-up items.
Draft, edit, and prepare executive communications, including companywide messages, reports, newsletters, and marketing or press materials.
Manage the CEO’s CV, NIH-required registrations, online accounts, and password records.
Maintain files, documentation, and support materials for executive initiatives and grants/contracts.
Design, create, review, and format complex documents, manuals, and procedural materials.
Coordinate and manage travel planning and arrangements for the CEO and organizational staff, ensuring compliance with travel policies.
Serve as administrator for the travel booking platform and support travel bookings as needed.
Serve as administrator for the expense reporting platform, providing training, troubleshooting, and support for employees using both systems.
Maintain and help enforce travel and expense procedures.
Manage procurement of goods and services, including creating, submitting, and tracking purchase orders.
Develop, implement, and maintain administrative standard operating procedures related to purchasing, document control, and administrative workflows.
Oversee daily office operations, including workspace planning, furniture needs, and equipment coordination.
Liaise with building property management and external service providers to address facility issues and maintenance.
Maintain records management processes, administrative operations, and facility-related documentation.