Executive Assistant

Talentify; Redmond (WA); Hybrid; USD 48,000 - 52,000; Full time

Benefits offered by this job

Medical

Dental & Vision

401(k)

Life Insurance

Short and Long-term Disability

Health Spending Account (HSA)

Transportation benefits

PTO / Vacation / Sick Leave

Job summary

Aston Carter is seeking an Executive Assistant to deliver high-level administrative and executive support for a small leadership team in a hybrid Redmond, WA environment. You will manage complex calendars, coordinate priorities across stakeholders, and handle a range of clerical duties to enable executives to operate efficiently.

The role emphasizes collaboration with a tight-knit administrative community, offering structured processes, onboarding, and opportunities to influence productivity and

Qualifications

• 8–10 years of administrative support experience, including high-level executive assistance.
• 8–10 years of experience managing complex calendars for multiple leaders and stakeholders.
• 8–10 years of vendor management experience.

Responsibilities

• Provide high-level administrative support to leaders, including complex calendar management for multiple executives and stakeholders.
• Act as an information and communication manager for the office, ensuring timely, accurate, and professional handling of inquiries, requests, and correspondence.
• Supervise general office duties such as ordering supplies, maintaining records management systems, and performing basic bookkeeping tasks.
• Review and approve invoices, reports, memos, letters, financial statements, and other business documents for accuracy and completeness.
• Review and approve corporate documents, records, and reports in alignment with established policies and procedures.
• Prepare agendas and make arrangements for committee, board, and other leadership meetings, ensuring all materials and logistics are in place.
• Coordinate and arrange travel, including itineraries and accommodations, as well as planning and organizing meetings and events.
• Manage complex calendaring across multiple stakeholders, balancing priorities and resolving scheduling conflicts in a fast-paced environment.
• Maintain organized and confidential records, files, and documentation to support executive and organizational needs.
• Support executive productivity and operational effectiveness by anticipating needs, identifying issues, and proposing solutions.
• Collaborate closely with a small team and broader administrative community to share best practices and ensure consistent support for the executive office.
• Provide leadership and mentoring support as needed, offering constructive performance feedback to help improve administrative processes and outcomes.
• Assist with vendor management, including coordination and communication with external partners as required.
• Contribute to event planning, including logistics, communications, and coordination of stakeholders.

Skills

Executive support

Calendar management

Vendor management

Job description

The Executive Assistant provides high-level administrative and executive support within a highly cross-functional, fast-paced business environment. This role acts as an information and communication hub for a small leadership team, supporting leaders by managing complex calendars, coordinating priorities across multiple stakeholders, conducting research, handling information requests, and performing a wide range of clerical and organizational functions. The position focuses on enabling executives to operate efficiently and effectively while contributing to overall team productivity and operational excellence.

Responsibilities

• Provide high-level administrative support to leaders, including complex calendar management for multiple executives and stakeholders.
• Act as an information and communication manager for the office, ensuring timely, accurate, and professional handling of inquiries, requests, and correspondence.
• Supervise general office duties such as ordering supplies, maintaining records management systems, and performing basic bookkeeping tasks.
• Review and approve invoices, reports, memos, letters, financial statements, and other business documents for accuracy and completeness.
• Review and approve corporate documents, records, and reports in alignment with established policies and procedures.
• Read and analyze incoming memos, submissions, and reports to determine their significance and plan appropriate distribution and follow-up.
• Prepare agendas and make arrangements for committee, board, and other leadership meetings, ensuring all materials and logistics are in place.
• Coordinate and arrange travel, including itineraries and accommodations, as well as planning and organizing meetings and events.
• Manage complex calendaring across multiple stakeholders, balancing priorities and resolving scheduling conflicts in a fast-paced environment.
• Maintain organized and confidential records, files, and documentation to support executive and organizational needs.
• Support executive productivity and operational effectiveness by anticipating needs, identifying issues, and proposing solutions.
• Collaborate closely with a small team and broader administrative community to share best practices and ensure consistent support for the executive office.
• Provide leadership and mentoring support as needed, offering constructive performance feedback to help improve administrative processes and outcomes.
• Assist with vendor management, including coordination and communication with external partners as required.
• Contribute to event planning, including logistics, communications, and coordination of stakeholders.

Essential Skills

• 8–10 years of administrative support experience, including high-level executive assistance.
• 8–10 years of experience managing complex calendars for multiple leaders and stakeholders.
• 8–10 years of vendor management experience.

Work Environment

This role operates in a hybrid work environment based in Redmond, WA, with the expectation that the Administrative Assistant will work on-site three days per week. The position follows a standard Monday through Friday schedule, totaling 40 hours per week, with no regular overtime anticipated. The work setting is fast-paced and highly cross-functional, supporting an executive office and partnering closely with a small team and a broader administrative community. The environment emphasizes collaboration, executive support, and organizational effectiveness, with frequent interaction across different business functions and stakeholders. Standard office equipment and software are provided, including access to Microsoft Office tools such as Word, Excel, and PowerPoint. The culture promotes a supportive administrative community, close partnership with leadership, and opportunities to contribute meaningfully to executive productivity and team growth.

Job Type & Location

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

Pay and Benefits

The pay range for this position is $35.00 - $38.00/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 benefitsEmployee Assistance ProgramTime Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a hybrid position in Redmond,WA.

Application Deadline

This position is anticipated to close on Sep 4, 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 [e-mail] 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.