Executive Assistant: Global Calendar & Travel Ops

Aston Carter; Bellevue (WA); On-site; USD 34,000 - 36,000; Part time

Benefits offered by this job

Medical, dental & vision insurance

401(k) retirement plan

Paid time off

Job summary

Aston Carter is seeking an Executive Assistant I to provide high-impact administrative support to leadership in a fast-paced environment. This contract role in Bellevue, WA requires managing calendars across time zones, coordinating travel, and handling complex communications.

The ideal candidate will have 3+ years of executive support experience, strong MS Office skills, and a professional, proactive approach to logistics and events.

Qualifications

• Minimum 3 years of experience supporting executive leadership.
• Proven ability to manage complex, high-volume calendars across multiple time zones.
• Experience coordinating domestic and international travel arrangements.
• Strong written and verbal communication skills for professional correspondence.
• Proficient with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) or equivalent tools.

Responsibilities

• Manage complex, high-volume calendars across time zones, prioritizing meetings.
• Identify and resolve scheduling conflicts while following leadership preferences.
• Act as primary point of contact for internal and external stakeholders.
• Draft, proofread, and manage email correspondence; flag urgent items.
• Prepare talking points, agendas, and briefing materials for meetings.
• Coordinate all aspects of meeting logistics including room bookings and AV setup.
• Capture notes, track actions, and follow up on deliverables.
• Arrange domestic and international travel with detailed itineraries.
• Monitor travel changes and adjust plans to minimize disruption.
• Process expense reports accurately and in a timely manner.
• Assist with team events, offsites, and Town Hall planning.
• Coordinate event logistics, vendor communications, and related details.
• Maintain distribution lists and filing systems for efficient information sharing.
• Order office supplies and process procurement requests.
• Assist with onboarding logistics for new team members.
• Support space coordination and seating arrangements.

Skills

Executive support experience

Calendar management

Travel coordination

Written communication

Verbal communication

Tools

Microsoft Office Suite

Outlook

Word

Excel

PowerPoint

Job description

Aston Carter is seeking an Executive Assistant I to provide high-impact administrative support to leadership in a fast-paced environment. This contract role in Bellevue, WA requires managing calendars across time zones, coordinating travel, and handling complex communications.

The ideal candidate will have 3+ years of executive support experience, strong MS Office skills, and a professional, proactive approach to logistics and events.