Job Description

Job Description

Job Description

This Administrative Assistant 4 role provides high-level administrative support to a Vice President and a global team of approximately 200 employees in a hybrid work environment. The position focuses on managing information and communications, coordinating complex calendars, handling travel and expenses, and supporting a wide range of operational and organizational needs. The role is based in Redmond, WA and requires regular onsite presence to effectively support leadership and collaborate with other administrative and business support staff.

Responsibilities

• Provide comprehensive administrative support to a Vice President and their global team of approximately 200 employees, primarily based in Redmond, WA.
• Manage complex calendars, including scheduling meetings, resolving conflicts, and coordinating across multiple time zones.
• Arrange domestic and international travel, including transportation, accommodations, and itineraries, while ensuring alignment with organizational policies.
• Process and reconcile expense reports accurately and in a timely manner, following established guidelines and approval workflows.
• Triage and resolve a wide range of team support requests, including computer and equipment needs, operations questions, and work stoppage issues, escalating as appropriate.
• Support team needs related to office moves, including coordinating logistics, communicating changes, and ensuring minimal disruption to operations.
• Coordinate morale, development, and training activities for the team, including scheduling sessions, managing invitations, and handling logistical details.
• Plan and support organizational and divisional events, such as offsites, all-hands meetings, and team-building activities, ensuring smooth execution from planning through follow-up.
• Partner closely with other organizational administrators and staff roles to share best practices, align processes, and provide consistent team updates.
• Act as an information and communication manager for the office by organizing, prioritizing, and routing information to the appropriate stakeholders.
• Handle clerical and operational functions in a hybrid environment, including document preparation, meeting logistics, and follow-up tracking.
• Maintain a high level of confidentiality and professionalism while supporting leadership and handling sensitive information.
• Work effectively under deadlines, time constraints, and at times limited resources, while maintaining accuracy and attention to detail.
• Support complex administrative and operational activities in a fast-paced environment, proactively identifying and resolving issues.
• Use Microsoft 365 and related business tools to create documents, presentations, reports, and communications that support leadership and team operations.

Essential Skills

• At least 6 years of experience as an Administrative Assistant, Business Support professional, or Executive Assistant within the past 5 years.
• Experience working in the technology industry supporting a medium to large-sized organization within the last 10 years.
• Strong administrative support experience, including calendar management, travel coordination, and expense processing.
• Demonstrated experience providing executive administrative support in a fast-paced environment.
• Proficiency with Microsoft 365 applications and related business tools, including Outlook, Word, Excel, PowerPoint, and collaboration platforms.
• Strong organizational skills with the ability to manage multiple tasks, priorities, and deadlines simultaneously.
• Excellent communication skills, both written and verbal, with the ability to interact professionally with stakeholders at all levels.
• Proven stakeholder management skills, including the ability to build relationships and coordinate across teams and functions.
• Experience supporting complex administrative and operational activities for leadership and large teams.
• Ability to work effectively under time constraints and with limited resources while maintaining high-quality output.
• Ability to work onsite 3–5 days per week in Redmond, WA as part of a hybrid schedule.
• Capability to support the full duration of the assignment, which is anticipated to run through February 19, 2027.

Additional Skills & Qualifications

• Previous experience supporting leadership or teams in a large technology organization is a strong plus.
• Experience coordinating organizational, divisional, and team events, including offsites and large meetings.
• Experience in partnering with other administrators and staff roles to drive process improvements and share best practices.
• Demonstrated ability to act as an information and communication manager for an office or large team.
• Comfort working in a hybrid environment, balancing in-person and remote collaboration.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Strong attention to detail and a proactive, solutions-oriented mindset.
• Experience supporting global teams and working across multiple time zones.

Work Environment

This role is based in a hybrid work environment centered in Redmond, WA, with the primary work location in Building 36. The position requires working onsite 3–5 days per week to effectively support the Vice President and their team and to collaborate closely with other administrators and staff. The standard schedule is Monday through Friday, approximately 40 hours per week, with no regular overtime expected. The assignment is anticipated to run through February 19, 2027, with the possibility of extension depending on business needs. The team operates in a fast-paced technology environment focused on engineering excellence, where priorities can shift quickly and responsiveness is essential. Standard equipment such as a laptop, mouse, headset, and an extra monitor will be provided. Work is conducted primarily using Microsoft 365 and related business tools for communication, scheduling, document creation, and collaboration. The environment emphasizes professionalism, collaboration, and continuous improvement, with regular interaction across global teams and functions.

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

The pay range for this position is $35.00 - $38.00/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 hybrid position in Redmond,WA.

This position is anticipated to close on Jul 8, 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® 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.

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.

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