Strategic Executive Assistant | Calendar & Ops Lead

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

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