Executive Assistant II

Executive Assistant II

This Executive Assistant II role provides high-level administrative support to multiple Directors in Accounting in a fast-paced, high-impact environment. The position requires a highly motivated, customer-obsessed professional who can manage a high volume of complex tasks, including calendar and email management, domestic and international travel coordination, expense processing, and event planning. You will anticipate needs, prioritize competing demands, and act with appropriate urgency while maintaining the highest standards of professionalism, confidentiality, and accuracy.

Responsibilities

• Provide comprehensive administrative support to multiple senior leaders in Accounting, ensuring their time and priorities are effectively managed.
• Own complex calendar management for several leaders across multiple time zones, including scheduling, rescheduling, and prioritizing meetings while balancing competing demands.
• Monitor and track Director meetings, priorities, and emails, and act as a proxy when appropriate to ensure timely responses and follow-through.
• Coordinate and manage extensive domestic and international travel, including flights, accommodations, ground transportation, and visa arrangements.
• Prepare, submit, and reconcile expense reports, ideally using Concur, ensuring accuracy and compliance with company policies.
• Organize and execute team events such as town halls, offsites, and internal meetings, including logistics, communications, and onsite support.
• Handle a high volume of tasks and projects with minimal guidance, consistently meeting deadlines and adjusting plans as priorities shift.
• Exercise sound judgment and make smart, timely decisions, reacting with appropriate urgency to situations that require quick responses or turnaround.
• Maintain strict confidentiality and discretion when handling sensitive information, and demonstrate a high degree of professionalism in all interactions with senior professionals inside and outside the organization.
• Draft, review, and refine written communications, presentations, and meeting materials with exceptional attention to detail and clarity.
• Proactively identify opportunities to improve processes and workflows, and contribute to process improvement initiatives to increase efficiency.
• Switch gears quickly as business needs change, remaining flexible and adaptable in a dynamic environment.
• Demonstrate ownership, bias for action, and insistence on the highest standards in all aspects of the role, consistently raising the bar for quality and execution.

Essential Skills

• At least 5 years of experience supporting senior leaders in an executive assistant or similar administrative role.
• Proven experience managing complex calendars for multiple leaders across several time zones, preferably using Microsoft Outlook.
• Strong event planning experience, including organizing team meetings, town halls, and other internal events.
• Hands-on experience managing expenses, ideally using Concur, with strong attention to detail and policy compliance.
• Demonstrated ability to complete a high volume of tasks and projects with little to no guidance while maintaining high quality.
• Impeccable attention to detail, with the ability to spot and correct errors in schedules, documents, and communications.
• Ability to make smart and timely decisions and to react with appropriate urgency to time-sensitive situations.
• Exceptional verbal and written communication skills, with the ability to communicate clearly and professionally with senior stakeholders.
• Ability to switch gears quickly and remain flexible in a fast-changing environment.
• High levels of integrity and discretion in handling confidential information.
• High degree of professionalism in dealing with senior professionals inside and outside the organization.
• Strong working knowledge of Microsoft Office, including Outlook and other productivity tools.
• Minimum of a high school diploma; at least two years of college required, with a bachelors degree preferred.
• Demonstrated alignment with leadership principles such as ownership, bias for action, and insisting on the highest standards.

Additional Skills & Qualifications

• Experience booking domestic and international travel, including handling visa requirements and complex itineraries.
• Experience leading or contributing to process improvement initiatives to streamline administrative workflows.
• Background in a fast-paced, high-tech company or similar dynamic environment.
• Experience designing processes to maximize efficiency and scalability in administrative operations.
• Broad mix of experience working with different levels of leadership and cross-functional teams.
• Bachelors degree preferred in a relevant field such as business, communications, or a related discipline.
• Demonstrated ability to build strong working relationships and collaborate effectively across teams.
• Comfort working in an environment that values inclusion, mentorship, and continuous learning.

Work Environment

This role is fully onsite at a Seattle office location and requires presence on-site five days per week. The position is structured as a 40-hour workweek with no option for overtime. Office hours are generally flexible around a 9:00 a.m. to 5:00 p.m. schedule, with occasional later hours to support events and key meetings as needed. You will work in a collaborative, inclusive environment that values diverse perspectives and supports employee-led affinity groups and ongoing learning opportunities. The culture emphasizes work-life balance, focusing on outcomes rather than hours spent online, and offers flexibility within the on-site schedule to help maintain a healthy balance between personal and professional life. The team environment encourages mentorship, knowledge sharing, and career growth, assigning projects that help you develop into a well-rounded professional capable of taking on increasingly complex tasks. You will primarily use standard office productivity tools, including Microsoft Office and Outlook, as well as systems such as Concur for expense management.

Job Type & Location

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

Pay and Benefits

The pay range for this position is $30.00 - $35.00/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)