Executive Assistant

Job Description

Job Description

Job Title: Executive Assistant

5-month contract

Onsite in Seattle, WA

Job Description

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.

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.

Essential Skills

• 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.

Additional Skills & Qualifications

• 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.

Work Environment

The role operates within collaborative, fast-paced, and globally focused teams that value partnership, innovation, operational excellence, coffee expertise, and delivering results together. The position supports International Retail Operations and Coffee teams that work across licensed markets to drive coffeehouse standards, capability building, performance management, training, and operational tools, as well as coffee quality, farmer support, sustainability, and innovation. Work is performed primarily on-site, with an expectation of being present 5 days per week. The environment relies heavily on Microsoft Office 365 and virtual collaboration tools, and requires frequent coordination of meetings, travel, and events. The culture emphasizes professionalism, trust, and high-quality service, with a strong focus on collaboration and adaptability in a dynamic setting.

Job Type & Location

This is a Contract position based out of Seattle, WA.

Pay and Benefits

The pay range for this position is $28.00 - $30.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: • Medical, dental & vision • Critical Illness, Accident, and Hospital • 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available • Life Insurance (Voluntary Life & AD&D for the employee and dependents) • Short and long-term disability • Health Spending Account (HSA) • Transportation benefits • Employee Assistance Program • Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in Seattle,WA.

Application Deadline

This position is anticipated to close on Aug 20, 2026.

About Aston Carter

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email View email address on us.fitly.work for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.