Executive Assistant to Directors | Global Calendar & Travel

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

Benefits offered by this job

Medical, dental & vision

401(k) Retirement Plan

Paid time off

Job summary

Aston Carter is seeking an Executive Assistant to provide high-level administrative support to multiple Directors in Accounting. The role requires managing calendars across time zones, coordinating extensive travel, processing expenses, and planning events with a focus on confidentiality and accuracy.

Responsibilities include drafting communications, prioritizing tasks, and ensuring timely follow-through. A minimum of 5 years in EA roles, proficiency with Outlook, and strong attention to detail

Qualifications

• 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 meetings, town halls, and internal events.
• Hands-on experience managing expenses, ideally using Concur, with strong attention to detail and policy compliance.

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.

Skills

Calendar management

Email management

Travel coordination

Expense processing

Event planning

Confidentiality

Communication

Prioritization

Timezone coordination

Microsoft Outlook

Tools

Microsoft Outlook

Job description

Aston Carter is seeking an Executive Assistant to provide high-level administrative support to multiple Directors in Accounting. The role requires managing calendars across time zones, coordinating extensive travel, processing expenses, and planning events with a focus on confidentiality and accuracy.

Responsibilities include drafting communications, prioritizing tasks, and ensuring timely follow-through. A minimum of 5 years in EA roles, proficiency with Outlook, and strong attention to detail