Job Title: Administrative Assistant 2
Job Description
This Administrative Assistant 2 role supports a senior executive and a fast-growing AI organization by providing high-quality administrative and project support. You coordinate complex calendars and travel, manage headcount and onboarding, and oversee equipment, space, and budget processes that keep the team running smoothly. You work closely with leaders, peers, and cross-functional partners, using strong organizational, communication, and problem-solving skills to operate effectively in a fast-paced, dynamic environment.
Responsibilities
Provide comprehensive calendar management support for a Corporate Vice President (CVP), including scheduling meetings, resolving conflicts, and ensuring appropriate allocation of time based on shifting business priorities.
Coordinate domestic and international travel arrangements for the CVP, including itineraries, logistics, and adjustments as business needs change.
Prepare proactively for meetings and events by gathering materials, confirming attendees, and ensuring the CVP and team have the information and resources they need.
Manage expense reports for the CVP and team, including acting as an interim approver, ensuring accurate coding, and partnering with Finance to resolve discrepancies and avoid budget overages.
Partner and cross-collaborate with the AI Platform administrative team and broader Core AI organization to provide consistent and reliable administrative coverage.
Work closely with HR, Staffing, Finance, and Facilities teams to coordinate headcount planning, staffing processes, and space management.
Manage headcount processes, including tracking open positions, creating requisitions, monitoring status, and keeping headcount tools and reports up to date.
Coordinate onboarding for new hires, including setting up equipment, answering general questions about computers, monitors, cables, and tools, and ensuring a smooth start for new team members.
Maintain and update distribution lists to ensure accurate communication channels across the team and organization.
Oversee space allocation for the team, anticipate potential compression issues, and schedule individual and group moves as needed to support growth and organizational changes.
Purchase equipment for new hires and refresh cycles, track assets, update custodians and cost centers, and manage PC recycled assets and equipment transfers using internal tools such as MyDevice and other asset systems.
Monitor the operating budget and spending, identify potential overages or issues, and work with Finance to address them before they become problems.
Organize and plan off-sites, morale events, and team meetings, including logistics, venues, catering, and communications.
Support planning and execution of larger organizational events such as all-hands meetings, cross-team morale events, and other key gatherings, often in partnership with the broader Core AI admin group.
Understand the rhythm of the business and ship cycles to schedule events and meetings at appropriate times, anticipate spending needs, and align support with current business priorities.
Provide general administrative support to a team of approximately 35 people, including coordination of meetings, communications, and operational activities.
Serve as backup administrative support across the broader Core AI admin group when additional coverage is needed, helping ensure continuity of operations.
Respond with appropriate urgency to time-sensitive requests, escalations, and changes in priorities while maintaining professionalism and composure.
Handle confidential information with discretion, exercising sound judgment, tact, diplomacy, integrity, and professionalism in all communications.
Lift and move standard office equipment such as computers and peripherals as needed to support equipment setup, moves, and refreshes.
Essential Skills
Minimum of 4 years of demonstrated successful administrative experience in a fast-paced administrative capacity.
Experience providing administrative support at an Administrative Assistant level 1 or 2, group admin, or similar team/onboarding and equipment support role.
High-level calendaring experience supporting senior leaders or executives, including complex scheduling and conflict resolution.
Experience onboarding new hires, including equipment ordering and setup, and the ability to answer general questions about computers, monitors, and cables.
Demonstrated ability to be tech-savvy, especially in using internal systems for equipment ordering and asset tracking.
Experience using internal tools such as MyDevice and other equipment ordering or asset management systems.
Strong verbal and written communication skills to collaborate effectively with team members in various locations.
Excellent organizational skills with the ability to prioritize multiple tasks, work under pressure, and meet short deadlines.
Detail-oriented approach with strong problem-solving and troubleshooting skills.
Strong cross-team collaboration skills and the ability to build effective working relationships across HR, Staffing, Finance, Facilities, and other partner groups.
Ability to be flexible and work quickly and efficiently in a fast-paced, dynamic environment.
Ability to react with appropriate urgency to situations and requests, adjusting plans and priorities as needed.
Proven ability to maintain confidentiality and use discretion and judgment at all times.
Demonstrated sound judgment, tact, diplomacy, integrity, and professionalism in all interactions and communications.
Proficiency in Microsoft Outlook for calendar and email management.
Proficiency in Microsoft Excel and Word for tracking, reporting, and documentation.
Experience with internal tools such as Employee Central, TA Hub, HR Insights, MSS, Informa, and MS Space (or similar HR and facilities systems).
Ability to lift and move standard office equipment, including computers and peripherals, as part of equipment setup and moves.
Additional Skills & Qualifications
Prior experience supporting a large, fast-growing organization, ideally in a technology or AI-focused environment.
Recent experience with internal tools such as Employee Central, TA Hub, HR Insights, MSS, Informa, GMMs, and MS Space, with at least 1 year of experience using these or similar systems.
Familiarity with newer internal tools such as TA Hub (approximately 6 months in use) is preferred.
Experience working with SAWs or similar workflow tools is preferred but not required.
Demonstrated ability to pivot quickly between tasks and manage competing priorities without losing attention to detail.
Proven track record as a team player who collaborates effectively and supports peers across an administrative community.
Comfort working in an environment focused on AI and emerging technologies, with an interest in how administrative work contributes to advancing the field.
Experience organizing and executing off-sites, morale events, and all-hands meetings, including logistics and stakeholder coordination.
Familiarity with headcount tracking, requisition creation, and staffing coordination processes.
Experience acting as an interim approver for expense reports and working closely with Finance to ensure accurate reporting and coding.
Ability to understand business rhythms and product ship cycles and to align administrative support and event planning accordingly.
Work Environment
This role operates in a hybrid work environment based in a corporate office setting. You work a standard Monday through Friday schedule for approximately 40 hours per week, with a small potential for overtime that requires prior approval. You are expected to be onsite three days per week, including a required onsite day on Monday, with the other two onsite days selected based on your schedule and business needs.
Job Type & Location
This is a Contract position based out of Redmond, WA.
Pay and Benefits
The pay range for this position is $28.00 - $30.00/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 Jun 18, 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 (%20astoncarteraccommodation@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.
