Executive Assistant II

Job Title: Executive Assistant II

Job Description

The Executive Assistant II provides high-level administrative support to the Vice President of Business Intelligence and Transaction Risk in a fast-paced, high-visibility environment. This role manages a high volume of complex tasks, including calendar and inbox management, travel coordination, expense processing, and preparation for key meetings and deliverables. The position requires a customer-obsessed professional who exercises strong judgment, operates with minimal oversight, and handles confidential information with discretion while interacting professionally with leaders inside and outside the organization.

Responsibilities

• Provide comprehensive executive support to the Vice President of Business Intelligence and Transaction Risk, ensuring smooth day-to-day operations of the office.
• Manage complex and dynamic calendars, including scheduling, rescheduling, and prioritizing meetings across multiple time zones and stakeholder groups.
• Monitor, track, and organize the Vice President’s meetings, priorities, and emails, acting as a proxy when appropriate to ensure timely responses and follow-through.
• Assess and prioritize incoming information and requests, applying appropriate levels of urgency and making smart, timely decisions on what requires immediate attention.
• Coordinate and book domestic and international travel arrangements, including flights, accommodations, ground transportation, and related logistics.
• Prepare, submit, and track expense reports and other administrative documentation accurately and on time.
• Own meeting preparation end-to-end, including assembling agendas, preparing briefing materials, printing documents, and ensuring all logistics and technology are in place.
• Track multiple tasks, action items, and deliverables for the Vice President, ensuring timely follow-up and completion.
• Draft, review, and refine written communications, presentations, and other documents with high attention to detail and professionalism.
• Maintain a high level of confidentiality and discretion when handling sensitive information and executive-level communications.
• Build strong working relationships with internal teams, including marketing, creative, and technology partners, as well as external stakeholders.
• Adapt quickly to changing priorities and switch gears at a moment’s notice to support urgent needs or escalations.
• Demonstrate high ownership of responsibilities, proactively identifying and resolving issues with minimal oversight.
• Support a high-pace environment with a flexible schedule, including occasional responsiveness to urgent escalations outside standard hours when needed.

Essential Skills

• At least 6+ years of experience providing administrative support to management, such as Vice Presidents, sr Vice Presidents, or CEOs.
• Proven experience managing complex executive calendars in a fast-paced environment.
• Demonstrated ability to handle a high volume of tasks and projects with little to no guidance.
• Strong proficiency in Microsoft Office and Outlook, including email, calendar, and document tools.
• Exceptional verbal and written communication skills, with the ability to communicate clearly and professionally at all levels.
• Impeccable attention to detail and strong organizational skills.
• Ability to make smart and timely decisions, especially when prioritizing competing demands and urgent requests.
• Demonstrated customer obsession and a strong sense of ownership over tasks and outcomes.
• High levels of integrity and discretion in handling confidential and sensitive information.
• Ability to perform effectively with minimal oversight in a high-pace environment.
• Flexible schedule to support changing priorities and occasional urgent escalations.

Additional Skills & Qualifications

• At least two years of college education required; bachelor’s degree preferred.
• Experience as an Executive Assistant, particularly supporting leaders, is highly desirable.
• marketing, creative, or similar fast-paced industries is a strong plus.
• Experience working in a high-visibility role supporting a Vice President or comparable executive.
• Comfort working with teams focused on marketing, creative/design, and technology for North America stores.
• Experience in environments that emphasize public relations, brand, or customer-facing initiatives.
• Ability to quickly switch contexts and support multiple stakeholders and workstreams.
• Previous experience within similar large-scale or high-growth organizations is a plus.

Work Environment

This role is fully onsite at a Seattle-area office, working closely with teams focused on marketing, creative/design, and technology for North America stores. The environment is fast-paced, collaborative, and highly visible, with frequent interaction with a Vice President and other leaders. Daily work involves extensive use of Microsoft Office and Outlook for calendaring, email management, document preparation, printing, and coordination of travel and meetings. The schedule is primarily weekdays, with no regular weekend work expected, although occasional responsiveness to immediate escalations may be required. The setting supports creative and marketing-driven initiatives, offering opportunities to collaborate with cross-functional teams in a professional office environment.

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

The pay range for this position is $30.00 - $32.00/hr.

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)

This is a fully onsite position in Seattle,WA.

This position is anticipated to close on Apr 30, 2026.

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® double diamond 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.