#160635-1

Job Title: Executive Administrative Assistant, AI Product Organization

Location: HYBRID - 2/3 days onsite, Redmond, WA

Rate: $34-$36/ hour

Duration: Through 6/30/26 - extension based on budget and performance

This role provides high‑impact administrative and operational support to a fast‑paced, product management facing organization within an AI product team. The position enables senior leaders and their teams by ensuring seamless calendar management, travel coordination, operational readiness, and execution of business‑critical activities, including large‑scale events and customer initiatives.

Key Responsibilities

• Provide complex administrative support to senior leaders at the CVP and VP level, as well as their extended teams
• Own and manage executive calendars, including prioritization, proactive planning, and conflict resolution
• Coordinate domestic and international travel, including itineraries, logistics, and travel‑related issue resolution
• Process and reconcile expense reports accurately and in a timely manner
• Track and manage team headcount and budgets, ensuring alignment with hiring plans and space requirements
• Support onboarding and offboarding activities, including equipment provisioning, access coordination, and orientation support
• Coordinate meetings, offsites, morale events, and company‑wide conferences
• Manage procurement of goods and services, including office supplies, computer equipment, and vendor engagement
• Provide onsite office and space management support as required
• Serve as the primary administrative contact for the department or group
• Execute special projects and process improvement initiatives as assigned

Contractor performance will be evaluated based on:

• Responsiveness and reliability during standard working hours and travel‑related needs
• Proactive calendar management with forward‑looking planning
• Accuracy and timeliness of expense reporting, headcount tracking, and budget updates
• Clear, consistent communication with the supported leader
• Ability to anticipate needs, ask informed questions, and partner effectively with administrative peers
• Overall contribution as a collaborative, solutions‑oriented team member

Unique Selling Points

• Direct exposure to a high‑visibility AI product organization
• Fast‑paced environment with meaningful interaction across senior leadership
• Opportunity to support company‑wide conferences and large‑scale initiatives
• Strong emphasis on process improvement and operational excellence
• Ideal opportunity to build executive relationships and gain visibility within a cutting‑edge technology team

Required Skills & Qualifications

Education

• Bachelor’s degree or equivalent professional experience

Experience

• Proven experience providing executive‑level administrative support in a fast‑paced, enterprise environment
• Demonstrated ability to support senior leaders with complex calendars, travel, and operational needs
• Experience managing headcount tracking, budget administration, and team logistics
• Background supporting product, technology, or AI‑focused organizations is preferred

Core Skills

• Executive calendar and travel management
• Budget and headcount tracking
• Stakeholder communication and coordination
• Operational planning and prioritization
• Process improvement and problem solving
• High proficiency with Microsoft tools and enterprise collaboration platforms

Disqualifiers

• No prior experience supporting senior executives
• No experience managing executive calendars and travel
• No experience with budget or headcount tracking

Ideal Candidate Profile

• Extensive experience supporting senior leaders at the VP or CVP level
• Strong background operating in high‑velocity, ambiguous environments
• Demonstrated reliability, discretion, and executive presence
• Enterprise technology experience strongly preferred