Executive admin assistant

Description

• Power our speed to insights by managing the end-to-end user research and Early Access Program participant management process, including recruitment, screening, scheduling, and incentive distribution.
• Ensure a seamless stakeholder and participant experience by partnering with Research, Design, and Product teams to deeply understand their specific study requirements.
• Diversify and scale our sourcing pipeline by utilizing and expanding channels including internal databases, external panels (Dscout, Centercode), and professional networks.
• Drive operational efficiency by serving as a product expert, suggesting process improvements, and maintaining Research Ops governance and knowledge management.
• Modernize recruitment best practices to enhance participant targeting and recruitment scale by optimizing the tools and methodologies available today while advocating for new tools when necessary. A willingness to explore AI-powered tools is encouraged.
• Maintain the research panel health and integrity by developing internal participant pools while ensuring strict data privacy compliance and clear value communication.

Skills

• Excel
• administrative
• Data entry
• Customer support
• Project coordination

Top Skills Details

• Excel
• administrative

Additional Skills & Qualifications

What We’re Looking For On Your Resume

• 1–2 years of experience in client/stakeholder collaboration, service delivery, or project support; or 1+ year in a customer-facing operations role. 3 years preferred.
• Proven track record of managing multiple simultaneous requests or cases in a fast-paced environment (e.g., using ticketing systems like Jira or Zendesk).
• Experience with CRM and/or research-specific tools such as Qualtrics, Salesforce, Dscout, etc.
• Strong written and verbal communication skills with the ability to build trust and credibility with internal and external stakeholders.
• Growth mindset: track record of systems thinking and operational improvement.
• Bachelor’s degree preferred in Social Sciences, Communications, or a related field.
• Exceptional written and verbal communication skills, with a proven ability to lead meetings, draft complex participant screeners, and manage stakeholder expectations clearly and concisely.

Experience Level

Entry Level

Job Type & Location

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

Pay and Benefits

The pay range for this position is $28.00 - $30.00/hr. Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

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 fully remote position.

Application Deadline

This position is anticipated to close on Sep 30, 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.