Executive Assistant I

Job Description

Job Description

Job Title: Executive Assistant I

Job Description

This Executive Assistant I role provides high-level administrative support to Tax Directors in a fast-paced, global environment based in Seattle. The position focuses on complex calendar management, domestic and international travel coordination, event planning, and leadership meeting support across multiple time zones. The role requires exceptional planning, time management, and organizational skills, along with a strong bias for action, strategic thinking, and the ability to anticipate needs. A high level of integrity, discretion with confidential information, and professionalism in interactions with high-level executives are essential.

Responsibilities

• Manage complex calendars and scheduling for high-level leaders and teams across multiple locations and time zones, ensuring priorities are accurately reflected and meetings are appropriately sequenced.
• Set up internal and external meetings, including reserving conference rooms, arranging audio-visual needs, and ensuring all logistical details are in place.
• Coordinate domestic and international travel itineraries, including flights, accommodations, ground transportation, and any required documentation.
• Create, submit, and track expense reports, ensuring accuracy and timely processing in accordance with company policies.
• Monitor and track Directors meetings, priorities, and emails, acting as proxy when appropriate to ensure timely responses and follow-through.
• Track and help drive completion of key deliverables, following up on action items and ensuring deadlines are met.
• Organize, execute, and assist with team activities such as staff meeting agendas, all-hands meetings, off-sites, and other team events.
• Partner closely with the leadership team, key business partners, and other Executive Assistants to provide coordinated, holistic support to the organization.
• Coordinate and communicate effectively with peers, internal stakeholders, and external vendors to support operational needs and resolve issues.
• Manage multiple tasks and action items simultaneously, including documentation, follow-up, and preparation of materials for Directors.
• Prioritize tasks and requests amid a high volume of information, applying appropriate levels of urgency and making smart, timely decisions.
• Maintain strict confidentiality and handle sensitive information with discretion and professionalism.
• React quickly to situations and events that require rapid response or turnaround, switching gears at a moments notice as priorities change.

Essential Skills

• At least 2-3+ years of experience supporting high-level management such as Vice Presidents and Directors in an administrative or Executive Assistant capacity.
• Demonstrated experience with complex calendar management and scheduling across multiple time zones.
• Proven ability to coordinate domestic and international travel, including detailed itinerary planning.
• Strong time management skills with the ability to manage a high volume of tasks and projects with minimal guidance.
• Exceptional organizational skills and attention to detail, ensuring accuracy in scheduling, documentation, and expense management.
• Ability to make smart and timely decisions and to apply appropriate urgency to competing requests and priorities.
• High level of integrity and discretion in handling confidential information and sensitive matters.
• Professionalism in dealing with high-level professionals inside and outside the organization.
• Excellent verbal and written communication skills, including the ability to communicate clearly with executives, peers, and external partners.
• Ability to switch gears quickly and adapt to changing priorities and demands.
• Excellent PC skills, including strong working knowledge of Microsoft Office and Outlook tools.

Additional Skills & Qualifications

• At least two years of college required; bachelors degree preferred.
• Experience supporting tax or finance-related teams is beneficial for gaining experience within a tax environment.
• Demonstrated proactive approach to work, consistently anticipating needs and taking initiative.
• Customer-obsessed mindset with a focus on providing high-quality support to high-level leaders and stakeholders.
• Gen AI fluency is preferred, including comfort using generative AI tools to enhance productivity and efficiency.
• Experience organizing team events such as all-hands meetings, off-sites, and staff meetings.
• Ability to collaborate effectively with other Executive Assistants and cross-functional partners.

Work Environment

This role is based onsite in Seattle, Washington, within a tax-focused business group. The position follows a standard schedule of approximately 8 hours per day. The work environment is fast-paced and highly professional, with frequent interaction with high-level leadership and global teams. You will work extensively with Microsoft Office and Outlook, as well as collaboration and communication tools to support meetings and events. The setting emphasizes confidentiality, accuracy, and responsiveness, offering the opportunity to gain valuable experience in a complex tax and corporate environment.

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

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)

This is a fully onsite position in Seattle,WA.

This position is anticipated to close on Oct 9, 2026.

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 ziprecruiter.com 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.