Executive Assistant
4 days ago
Kirkland
Job Description The Executive Administrative Assistant provides proactive, high-quality administrative support to leaders within a dynamic gaming organization. This role focuses on executive support, complex calendar and travel management, operational coordination, and event planning, while leveraging AI productivity tools to drive efficiency. The position requires sound judgment, strong prioritization skills, and the ability to manage multiple confidential priorities in a fast-paced, collaborative environment. Responsibilities • Provide proactive executive support to leaders, anticipating needs and ensuring seamless day-to-day operations., • Manage complex executive calendars, including scheduling across multiple time zones and maintaining rhythm-of-business (ROB) cadences., • Coordinate domestic and international travel, including itineraries, approvals, changes, and related logistics., • Prepare accurate expense reports, ensure compliance with company policies, and reconcile expenses with finance teams., • Own ROB calendar management by scheduling recurring meetings, preparing agendas, organizing materials, and tracking follow-up actions., • Support budget, headcount, and recruiting activities by tracking relevant data and assisting with PCN management and hiring processes., • Provide comprehensive team support by coordinating team meetings, communications, and engagement or morale-building activities., • Manage onboarding and offboarding logistics for employees, including access, facilities, and transition support., • Plan and execute special projects such as offsites, events, facilities coordination, swag orders, AMAs, and launch-related activities., • Act as a liaison between executives and internal or external stakeholders, ensuring timely and professional communication., • Maintain strict confidentiality of highly sensitive information and handle all matters with discretion., • Leverage Microsoft 365 Copilot to improve productivity, streamline workflows, and support automation of routine tasks., • Use Copilot for meeting preparation, summarizing discussions, drafting communications, and organizing information., • Demonstrate strong proficiency in Outlook, Teams, SharePoint, Excel, and PowerPoint to support daily administrative operations., • Contribute to the operational efficiency of the gaming organization by enabling team collaboration and supporting event coordination needs., • Support leadership by delivering accurate, timely, and reliable administrative and operational assistance., • Apply strong prioritization and execution skills to manage multiple competing deadlines with a high degree of accuracy. Essential Skills • 3–5 years of experience providing administrative, executive, or business support, ideally in a corporate or studio environment., • 3–5 years of proven experience managing complex calendars for Director-level or above leaders, including cross–time zone scheduling., • 3–5 years of experience with event planning and execution, including offsites and team engagement activities., • 3–5 years of experience with travel coordination and management, including domestic and international itineraries., • Proficiency with Microsoft 365 Copilot and AI models to enhance productivity and automate routine tasks., • Strong proficiency with Microsoft Outlook for email and calendar management., • Strong proficiency with Microsoft Teams for collaboration, meetings, and communication., • Proficiency with SharePoint for document management and team sites., • Proficiency with Excel for tracking budgets, headcount, and operational data., • Proficiency with PowerPoint for preparing presentations and meeting materials., • Demonstrated experience preparing accurate expense reports and ensuring policy compliance., • Experience supporting leaders in a fast-paced, highly collaborative environment., • Excellent written and verbal communication skills, with the ability to communicate clearly and professionally at all levels., • Strong organizational, time management, and multitasking abilities to handle multiple priorities effectively., • Exceptional attention to detail and accuracy in all administrative and operational tasks., • Proven problem-solving skills and the ability to respond with urgency when needed., • Ability to maintain strict confidentiality and exercise sound judgment in handling sensitive information. Additional Skills & Qualifications • Customer-service mindset with a proactive, positive attitude and a focus on supporting executives and teams., • History of working with complex administrative workflows and processes in a corporate or studio environment., • Experience coordinating team morale and engagement activities, such as events, offsites, and swag distribution., • Comfort working in a fast-paced gaming environment supporting franchises such as Age of Empires and Age of Mythology., • Ability to adapt quickly to changing priorities and business needs while maintaining high-quality output., • Strong collaboration skills and the ability to work effectively with diverse teams and stakeholders., • Love of gaming is a plus and can enhance alignment with the team’s culture and projects. Work Environment This is a hybrid role based in Redmond, with an expectation of working onsite three days per week, typically Tuesday through Thursday, and remotely on the remaining days. The standard schedule is Monday through Friday, 40 hours per week, with no planned overtime. The environment is fast-paced and highly collaborative, supporting a gaming organization that owns major franchises such as Age of Empires and Age of Mythology. The team focuses on operational efficiency, cross-functional collaboration, and engaging events that support both leadership and broader team needs. Contractors are expected to use supplier-provided equipment and work extensively with Microsoft 365 tools, including Outlook, Teams, SharePoint, Excel, PowerPoint, and Copilot. The culture values initiative, accuracy, confidentiality, and a passion for delivering meaningful, high-impact support to leaders and their teams, with strong potential for contract extension up to 18 months. Job Type & Location This is a Contract position based out of Redmond, WA. Pay and Benefits The pay range for this position is $35.00 - $40.00/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) Workplace Type This is a hybrid position in Redmond,WA. Application Deadline This position is anticipated to close on Jul 10, 2026. 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. 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.