Executive Assistant

Job Description

Job Description

This Executive Assistant I role provides immediate, high-impact administrative support to leadership in a fast-paced environment. The position is ideal for an experienced executive assistant who can quickly learn leadership preferences, integrate into established workflows, and deliver reliable, professional support with minimal ramp-up. The successful candidate will help maintain continuity of operations during a defined engagement period while managing complex calendars, communications, meetings, travel, and team logistics.

Responsibilities

• Manage complex, high-volume calendars across multiple time zones, ensuring meetings are scheduled, rescheduled, and prioritized based on business needs.
• Proactively identify and resolve scheduling conflicts while following the leaders established meeting preferences and cadences.
• Serve as a primary point of contact for internal and external stakeholders on behalf of leadership, maintaining a professional and responsive communication style.
• Draft, proofread, and manage email correspondence, screening and prioritizing incoming messages and flagging urgent items for timely attention.
• Prepare talking points, agendas, materials, and briefing documents to support leadership in meetings and presentations.
• Coordinate all aspects of meeting logistics, including room bookings, A/V setup, attendee management, and distribution of pre-read materials.
• Capture meeting notes, document key decisions, and track action items, following up on deliverables to ensure timely completion.
• Arrange domestic and international travel, including flights, hotels, and ground transportation, and build detailed itineraries that anticipate potential disruptions.
• Monitor and troubleshoot travel changes or issues, adjusting plans as needed to minimize impact on business activities.
• Process expense reports accurately and on time, ensuring compliance with internal policies and guidelines.
• Assist with planning and execution of team events, offsites, Town Hall meetings, and other employee engagement activities as needed.
• Coordinate logistics for events and team activities, including vendor communication, scheduling, and management of event-related details.
• Maintain distribution lists, team resources, and filing systems to support efficient information sharing and documentation.
• Order office supplies and process procurement requests, ensuring the team has the resources needed to operate effectively.
• Support onboarding logistics for new team members as needed, including coordination of workspace, equipment, and initial scheduling.
• Assist with space coordination, including desk assignments and seating arrangements, to support team organization and collaboration.
• Step into an established operational rhythm and help maintain continuity of key projects and team activities throughout the engagement period.

Essential Skills

• At least 3 years of experience as an Executive Assistant supporting executive-level leadership.
• Proven experience managing complex, high-volume calendars across multiple time zones.
• Demonstrated ability to coordinate domestic and international travel arrangements, including flights, hotels, and ground transportation.
• Strong written and verbal communication skills, with the ability to draft, proofread, and manage professional correspondence.
• Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint, or equivalent productivity tools.

Work Environment

This role is based onsite in Bellevue and supports leadership and key projects in a dynamic, fast-paced office environment. The Executive Assistant will work closely with leaders and team members, stepping into an established operational rhythm and helping maintain continuity of operations during a defined engagement period. Daily work involves extensive use of Microsoft Office Suite, email and calendar systems, expense management tools, and standard office equipment. The environment values professionalism, reliability, and adaptability, with frequent collaboration, meetings, and occasional events or offsite activities. Business-appropriate attire is expected to align with a professional office setting.

Job Type & Location

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

Pay and Benefits

The pay range for this position is $25.00 - $26.00/hr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

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 Bellevue,WA.

Application Deadline

This position is anticipated to close on Oct 13, 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.