Executive Assistant

Aston Carter•Seattle, WA

6d•$28 - $30•Onsite

About The Position

This role provides proactive and comprehensive administrative support to multiple executives within globally focused teams. The Administrative Assistant manages complex calendars, coordinates domestic and international travel, plans meetings and onsite events, and supports day-to-day operations so leaders can focus on driving business results. The position serves as a key point of contact for the department, partnering closely with cross-functional and regional teams to support international retail operations and global coffee initiatives.

Requirements

Progressive administrative experience of 7+ years.
Experience managing calendars and email in Microsoft Outlook for 7+ years.
Project or event management experience of 7+ years.
Experience working in a fast-paced environment for 7+ years.
Domestic and international travel arrangement experience of 7+ years.
Advanced knowledge of Microsoft Office 365 and virtual collaboration tools.
Strong executive administrative support and executive support capabilities.
Proven calendar management and calendaring skills for multiple leaders.
High school degree.
Ability to communicate clearly and concisely, both verbally and in writing.
Excellent organizational skills with superior attention to detail.
High level of integrity and discretion in handling confidential and sensitive information.
Strong critical thinking and analytical skills with the ability to use sound judgment.
Ability to balance multiple priorities and projects in a fast-paced environment, meet deadlines, and follow through on commitments.

Nice To Haves

Demonstrated ability to collaborate effectively, showing confidence, composure, and professionalism while building trust with internal and external stakeholders.
Adaptability and flexibility in responding to a constantly changing environment.
Customer service mindset, consistently delivering high-quality support with a positive, can-do attitude and willingness to take on additional responsibilities.
Strong development orientation, with self-driven initiative and a sense of ownership over tasks and projects.
Experience supporting globally focused teams such as international retail operations or global product-focused functions.
Comfort working with cross-functional and regional partners to support operational excellence and consistent experiences across markets.

Responsibilities

Provide proactive administrative support to multiple executives by managing complex calendars, aligning priorities with business goals, and adjusting schedules as needs change.
Serve as a primary point of contact for the department, responding to inquiries, coordinating with cross-functional partners, and welcoming visitors in a professional and friendly manner.
Plan and coordinate meetings, including scheduling, room setup, audiovisual support, hospitality arrangements, and preparation of meeting notes as needed.
Manage domestic and international executive travel, ensuring itineraries comply with company policies and that travel experiences are seamless and well-organized.
Lead onsite event planning and logistics, including venue selection, travel and lodging coordination, development of agendas, and management of supplies and materials.
Process and manage executive expense reports accurately and in a timely manner, ensuring compliance with internal policies and procedures.
Provide comprehensive administrative support to leaders across International Retail Operations and Coffee, including calendar management, travel coordination, meeting and event planning, communications support, expense reporting, and daily operational tasks.
Proactively manage and reprioritize tasks and logistics to anticipate changing business needs and ensure alignment with executive and team objectives.
Collaborate closely with regional and cross-functional partners to support operational excellence across licensed markets and help deliver consistent customer and partner experiences globally.
Support initiatives related to coffee and sourcing strategy by coordinating activities, meetings, and communications that advance coffee quality, farmer support, sustainability, innovation, and coffee expertise.
Maintain a high level of integrity and discretion when handling confidential and sensitive information.
Demonstrate strong ownership of assigned tasks and projects, continuously seeking opportunities for self-development and process improvement.