Executive Assistant

About the role

This Executive Assistant role provides high-level administrative support to the Vice President of Business Intelligence and Transaction Risk within a dynamic, fast-paced technology environment. The position focuses on complex calendar management, travel coordination, expense management, and proactive support for meetings, documentation, and deliverables. You will work closely with senior leaders, cross-functional teams, and other executive assistants, managing a high volume of tasks with minimal guidance while maintaining a high degree of professionalism, discretion, and customer focus.

Responsibilities

• Provide comprehensive executive support to the Vice President of Business Intelligence and Transaction Risk, serving as a trusted partner and primary point of contact for administrative needs.
• Manage complex calendars, including scheduling meetings, coordinating across multiple time zones, resolving conflicts, and prioritizing requests based on urgency and business impact.
• Monitor and track the Vice President’s meetings, priorities, and email inbox, ensuring that critical items receive appropriate attention and timely responses.
• Act as a proxy for the Vice President when appropriate, handling routine communications, follow-ups, and administrative decisions within defined guidelines.
• Cook up and submit expense reports, ensuring accuracy, timeliness, and compliance with company policies.
• Organize and maintain documentation related to projects, meetings, and action items, ensuring follow-through and timely completion of deliverables.
• Support meeting preparation by gathering materials, creating or formatting documents and presentations, and ensuring all participants have the information they need.
• Handle a high volume of tasks and projects simultaneously with little to no guidance, adjusting priorities quickly as needs change.
• Maintain strict confidentiality when handling sensitive information and demonstrate high levels of integrity and discretion at all times.
• Communicate clearly and professionally in both verbal and written form with senior professionals inside and outside the organization.
• Continuously uphold high standards of quality and accuracy in all administrative tasks, identifying and resolving issues proactively.
• Collaborate with other executive assistants and team members to support broader team initiatives and special projects as needed.

Essential Skills

• At least two years of college education required; bachelor’s degree preferred.
• Five years of experience supporting senior management such as Vice Presidents, senior Vice Presidents, or CEOs.
• Demonstrated experience managing complex executive calendars, including scheduling and prioritizing meetings.
• Strong proficiency with Microsoft Office, including Word, Excel, PowerPoint, and Outlook.
• Two to four years of hands-on experience using Outlook for email and calendar management.
• Two to four years of experience arranging travel, including multi-leg and multi-time zone itineraries.
• Two to four years of experience in expense management, including preparing and reconciling expense reports.
• Prioritizing tasks and responding with appropriate urgency to time-sensitive situations.
• Exceptional verbal and written communication skills.
• Ability to switch gears quickly and adapt to changing priorities in a fast-paced environment.
• High levels of integrity and discretion in handling confidential information.
• Professionalism when interacting with senior leaders and external stakeholders.
• Excellent PC skills and comfort working with technology tools commonly used in corporate environments.

Additional Skills & Qualifications

• Bachelor’s degree is preferred and considered an advantage.
• One to two years of prior experience supporting senior management such as Directors is beneficial.
• Experience working across multiple time zones and coordinating schedules for geographically distributed teams.
• Prioritizing tasks and responding with appropriate urgency to time-sensitive situations.
• Proven ability to step into new situations quickly and contribute with minimal ramp-up time.
• Commitment to delivering results and insisting on high standards in all work products.
• Experience providing executive support within a large, diverse technology environment is a plus.
• Building strong working relationships with other executive assistants, leaders, and team members.
• Comfort managing multiple stakeholders and balancing competing priorities in a professional manner.

Work Environment

This role is based onsite in Bellevue and operates within a large, diverse technology environment that values high performance, collaboration, and customer focus. You will work closely with senior leaders, cross-functional teams, and other executive assistants in a fast-paced setting where priorities can shift quickly and responsiveness is critical. The position involves regular use of Microsoft Office and Outlook, as well as other standard corporate productivity tools, to manage calendars, communications, documents, and expenses. The environment emphasizes delivering results, maintaining high standards, and supporting complex business operations, offering substantial exposure to senior leadership and opportunities to develop your professional skills and network.

Job Type & Location

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

Pay And Benefits

The pay range for this position is $25.00 - $25.00/hr.

Requirements

• 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)

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 astoncarteraccommodation@astoncarter.com 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.