Executive Assistant

Aston Carter•Seattle, WA

5d•Onsite

About The Position

The Executive Assistant III provides high-level administrative support, ensuring smooth daily operations in a fast-paced tech environment. This role focuses heavily on complex calendar management, coordination of meetings and travel, and proactive management of priorities and action items. The Executive Assistant acts as a trusted partner to the VP, helping to manage a high volume of information and requests while maintaining excellent communication with internal and external stakeholders.

Requirements

At least 5 years of experience as an Executive Assistant or in a closely related role supporting management.
Advanced organizational skills with demonstrated expertise in complex calendar management for leaders.
Strong communication skills, with the ability to interact professionally and clearly with executives and stakeholders at all levels.
Proficiency with the Microsoft Office suite, including using tools for scheduling, documentation, and expense coordination.
Experience providing executive-level support in a fast-paced, high-volume environment.
Ability to manage multiple priorities simultaneously while maintaining attention to detail.
Capability to act as a proxy for an executive when appropriate, using sound judgment and discretion.

Nice To Haves

Experience as an Executive Assistant supporting management in large or complex organizations.
Former employee of a large technology or entertainment company is beneficial but not required.
Curiosity and a proactive approach to learning new processes, tools, and business priorities.
Strong problem-solving skills and adaptability when handling changing priorities and unexpected issues.
Experience coordinating travel and managing expense reports using Microsoft Office and related systems.
Comfort working within the entertainment and streaming media space, including exposure to shows and entertainment content.

Responsibilities

Manage a complex and high-volume calendar, including scheduling, rescheduling, and prioritizing meetings in alignment with business needs.
Effectively prioritize and manage a large volume of incoming requests, information, and meeting invitations, ensuring the appropriate level of urgency is applied to each item.
Monitor and track the VP’s meetings, priorities, and emails, and act as a proxy when appropriate to keep work moving forward.
Coordinate and support meetings with Vice Presidents and other leaders, including agenda preparation, documentation, and follow-up on action items.
Arrange and manage domestic and international travel, including itineraries, logistics, and related coordination.
Process and reconcile expense reports accurately and in a timely manner using Microsoft Office and associated tools.
Document, track, and follow up on multiple tasks and action items for the VP, ensuring timely completion of deliverables.
Provide general administrative support for the office, including preparing documents and presentations, managing correspondence, and maintaining organized records.
Communicate clearly and professionally with finance leadership, business team leaders, and a broader team of Executive Assistants.
Partner and collaborate with a team of Executive Assistants to provide coverage and support as needed, contributing to a cohesive and supportive team culture.