Executive Assistant II

Aston Carter; Seattle (WA); On-site; USD 41,000 - 48,000; Full time

Benefits offered by this job

Medical, dental & vision

401(k) retirement plan

Pre-tax and Roth options

Life Insurance

Disability insurance

HSA

Transportation benefits

Employee Assistance Program

PTO / Vacation

Job summary

Aston Carter is seeking an experienced Executive Assistant to provide high-level administrative support to Directors in Accounting. The role requires coordinating multi-time-zone calendars, arranging domestic and international travel, and managing expenses with Concur.

The position is onsite in Seattle, WA, contract-to-hire, 40 hours per week, with a structured schedule and opportunities for professional growth within a collaborative environment.

Qualifications

• 5+ years supporting leaders in executive or similar roles.
• Experience managing complex calendars across multiple time zones.
• Expense management using Concur with policy compliance.
• Strong event planning for town halls or internal meetings.
• Ability to handle high volume tasks with minimal guidance.
• Meticulous attention to detail and confidentiality.
• Clear, proactive written and verbal communication.

Responsibilities

• Provide high-level administrative support to multiple Directors in Accounting.
• Own complex calendar management across time zones; reschedule as needed.
• Monitor emails and meetings; act as proxy to ensure timely responses.
• Coordinate extensive domestic and international travel arrangements.
• Prepare, submit, and reconcile expense reports (Concur).
• Organize team events and onsite support for meetings.
• Handle multiple tasks with deadlines and shifting priorities.
• Maintain professionalism and strict confidentiality at all times.
• Draft and refine communications and meeting materials.
• Identify process improvements to increase efficiency.

Skills

Calendar management

Travel coordination

Expense management (Concur)

Event planning

Written communications

Confidentiality

Decision making under pressure

Tools

Concur

Microsoft Outlook

Microsoft Office

Job description

This Executive Assistant 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 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 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 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.

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)

Job Type & Location

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

Application Deadline

This position is anticipated to close on Nov 19, 2026.

Workplace Type

This is a fully onsite position in Seattle,WA.

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.