Executive Assistant II

Executive Assistant II
Seattle, WA-98121
3 months
Onsite role

Interview: Interview with Lead EA, Prime Video International Marketing, interview with the Executive, VP International Marketing

Client Prime Video is seeking a highly motivated and customer obsessed Executive Assistant to support the Vice President of Prime Video International Marketing. This is an important area for Client requiring strong focus and execution. The role will be responsible for a high volume of tasks including complex calendar management and scheduling, effectively prioritizing amidst a flood of information and requests ensuring appropriate level of urgency is given, monitor/track VP's meetings, priorities and emails and act as proxy when necessary, manage travel and expenses and all administrative support functions for this office. This role is also responsible for managing multiple tasks and action items (documentation, follow up and preparation) for the VP ensuring appropriate and timely action on deliverables. Successful candidates will possess the ability to complete a high volume of tasks and projects with little to no guidance, have impeccable attention to detail, make smart and timely decisions, and react with appropriate levels of urgency to situations and events that require quick response or turnaround. The ideal candidate will also have exceptional verbal and written communications skills, and the ability to switch gears at a moment's notice. High levels of integrity and discretion in handling confidential information is a must and a high degree of professionalism in dealing with senior professionals inside and outside the company is required. At least two years of college required, bachelor's degree preferred.
This position requires 6+ years of experience supporting senior management (VPs, Senior VPs or CEOs) and excellent PC skills, including strong working knowledge of Microsoft Office and Outlook tools.

Purpose of the Team and key projects:
The team is Prime Video International Marketing. The role will be focused on admin support to the Vice President leading the International Marketing team (740 people across 18 countries and 9 time zones).

Team culture:
" The contractor would be joining a supportive network of EAs, not working in isolation
" The contractor would benefit from a well-organized handover and clear documentation, not being thrown in blind
" The contractor would experience working across time zones and with diverse stakeholders
" Established working practices, best practices documentation, and engagement strategies. At the same time, the international marketing scope means variety launches, events, and cross-regional coordination

Typical Day in the Role:
Schedule: Mon-Fri (40 hours a week)

Daily Tasks (Ongoing)
Calendar Management (40% of time)
" Review and manage VP's calendar daily; resolve conflicts proactively
" Schedule meetings across global time zones (EMEA, APAC, LATAM)
" Prepare daily briefings: meeting agendas, attendee context, and pre-reads
" Monitor for last-minute changes and communicate updates to stakeholders
Email & Communications Triage (20% of time)
" Monitor communication and flag high-priority items
" Draft and send responses on behalf of the VP when appropriate
" Route requests to the correct team members
" Track outstanding action items from emails and meetings
Administrative Support (15% of time)
" Process expense reports within 5 business days of travel
" Order supplies, when needed
" Maintain and update distribution lists and org charts

Weekly Tasks
Travel Coordination (10% of time)
" Book domestic and international travel (flights, hotels, ground transport)
" Create detailed itineraries with confirmation numbers and logistics
" Coordinate visa/passport requirements for international travel
" Reconcile travel expenses post-trip

Meeting Preparation & Follow-Up (10% of time)
" Compile pre-read materials and agendas for leadership meetings
" Document action items and follow up on deliverables
" Coordinate with other EAs for cross-functional meetings and scheduling

Ad Hoc / As Needed
Event & Project Support (5% of time)
" Support team events, off-sites, and org-wide meetings
" Assist with onboarding logistics for new team members
" Coordinate with vendors or external partners as needed

Workflow & Handover Process
(July 20 August 6): Onboarding & Shadow
" Complete systems access setup (Outlook, Concur, PhoneTool, Slack)
" Shadow Lead EA for calendar management and VP preferences
" Review VP's standing meetings, key stakeholders, and communication style
" Receive documentation on recurring processes and escalation paths

(August 6 September 30): Independent Execution
" Operate independently with weekly check-ins with Lead EA (as available)
" Escalate only critical or ambiguous decisions
" Maintain a running log of decisions made, issues encountered, and open items

(Oct 1 20): Transition & Handover
" Overlap with returning Lead EA (returns Oct 1)
" Provide full handover: pending tasks, open action items, calendar changes
" Document any new processes or stakeholder preferences identified during tenure

Compelling Story & Candidate Value Proposition
What makes this role interesting:
" Direct support to a VP at Client Prime Video one of the most recognized entertainment brands globally
" Interaction with senior leaders across international marketing, giving the contractor visibility and networking opportunities
" Working within the entertainment/streaming space is inherently exciting it's fast-paced, culturally relevant, and constantly evolving
" The international marketing angle adds global scope and variety
" Exposure to Client's operational rigor, tools, and Leadership Principles
" Experience supporting at the VP level at a FAANG company is a strong resume builder

Must Have Hard Skills:
Microsoft Office Suite, Complex Calendar Management, Travel Coordination

Leadership Principles:
Bias for action
Delivers results

Years of Experience:
6+ years of experience supporting senior management (VPs, Senior VPs, or CEOs)

Performance Indicators:
calendar accuracy and proactive scheduling management. The calendar is the most visible, high-stakes deliverable a single scheduling error with senior leadership can have outsized impact. It's also the easiest to measure objectively.
| Calendar accuracy | Zero double-bookings or missed meetings |
| Response time | Acknowledge requests within 2 hours |
| Expense processing | Submitted within 5 business days |
| Task completion | 100% of assigned tasks completed on time |
| Stakeholder feedback | Positive rating from VP and key partners

Degree/ Certification Requirements:
Bachelor's degree, preferred

What background does someone have that is successful in this role?
" Experience with Microsoft Office products and applications
" Experience with domestic and international travel coordination
" Experience with executive-level calendar management
" Experience managing confidential and sensitive employee information and adherence to strict confidentiality standards
" Experience in managing multiple, competing priorities simultaneously