Sr. Administrative Assistant at Aston Carter

Seattle, Washington, United States -

Full Time

Start Date

Immediate

Expiry Date

29 May, 26

Salary

37.0

Posted On

28 Feb, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Calendar Management, Meeting Logistics, Executive Support, Drafting Communications, Project Coordination, Travel Planning, Expense Reporting, Procurement, Standard Operating Procedures, Office Operations, Microsoft Office Suite, SharePoint, Concur Expense, Adobe Acrobat, Photoshop, InDesign

Industry

Staffing and Recruiting

Description

Job Title: Senior Administrative AssistantJob Description A mid-size non-profit organization located in downtown Seattle is seeking a skilled Senior Administrative Assistant for a 6-month temp-to-hire opportunity. This hybrid role requires three days a week onsite presence, with the possibility of additional onsite days during large events or conferences. The position involves providing executive-level administrative support primarily to the CEO, and secondarily to the Vice President. Responsibilities Manage complex calendars, internal and external meeting logistics, agendas, and materials preparation. Support executive project planning and coordination, tracking deadlines and follow-up items. Draft, edit, and prepare executive communications, including companywide messages, reports, newsletters, and marketing or press materials. Manage the CEO’s CV, NIH-required registrations, online accounts, and password records. Maintain files, documentation, and support materials for executive initiatives and grants/contracts as assigned. Design, create, review, and format complex documents, manuals, and procedural materials. Coordinate and manage travel planning and arrangements for the CEO and organizational staff, ensuring compliance with travel policies. Serve as administrator for the travel booking platform and support travel bookings as needed. Serve as administrator for the expense reporting platform, providing training, troubleshooting, and support for employees. Maintain and help enforce travel and expense procedures. Manage procurement of goods and services, creating, submitting, and tracking purchase orders. Develop, implement, and maintain administrative standard operating procedures related to purchasing, document control, and administrative workflows. Oversee daily office operations, including workspace planning, furniture needs, and equipment coordination. Liaise with building property management and external service providers to address facility issues and maintenance. Maintain records management processes, administrative operations, and facility-related documentation. Essential Skills Proficient in administrative support and Microsoft Office suite. Experience as an Executive Assistant with calendaring and event coordination skills. Experience with SharePoint, Concur Expense, and handling purchase orders. Proficiency in Adobe Acrobat, Photoshop, InDesign, Illustrator, Premier Pro, and Captivate. Additional Skills & Qualifications BA/BS degree or four years of administrative/technical experience may substitute for educational requirement. Four years of progressively responsible related work experience or any equivalent combination of education, experience, and training. Excellent verbal and written communication skills. Strong time-management, prioritization, and problem-solving abilities. Demonstrated organizational and multi-tasking skills with strong attention to detail. Strong interpersonal skills and commitment to teamwork. Proven ability to learn and adapt to new software applications and technology. Experience planning and executing successful meetings and events. Work Environment The Senior Administrative Assistant provides advanced, high-level administrative support to the Chief Executive Officer and two Vice Presidents. This role administers company-wide travel systems, oversees purchasing and the SharePoint PO workflow, manages office and facilities operations, and coordinates major organizational events including Board of Directors meetings and annual group travel. The position is hybrid, requiring three days a week onsite, with potential for additional onsite days during large events or conferences. Job Type & Location This is a Contract to Hire position based out of Seattle, WA. Pay and Benefits The pay range for this position is $33.85 - $37.00/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 Seattle,WA. Application Deadline This position is anticipated to close on Mar 6, 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® 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.

Responsibilities

This role provides executive-level administrative support primarily to the CEO and secondarily to the Vice President, managing complex calendars, meeting logistics, and drafting executive communications. Responsibilities also include managing executive project coordination, CV records, travel planning, expense reporting administration, and overseeing procurement and daily office operations.