Elevate Executive Impact in Aviation – Join a World-Class Team as an Executive Office Assistant!

Are you a highly organized professional who thrives in a fast-paced executive environment? PDS Tech Commercial is partnering with a leader in the aviation industry to hire an experienced Executive Office Assistant supporting the Vice President of Global Sustainability Engagements and Partnerships and a dynamic global team. If you excel at managing executive priorities, coordinating complex logistics, and building strong relationships across organizations, this is your opportunity to play a pivotal role in driving strategic initiatives.

Position Details

Job Title: Executive Office Assistant
Job Type: Full-Time Consultant (6-Month Assignment)
Location: Hybrid – Renton, WA (3 days onsite; some weeks may require full-time onsite presence based on business needs)
Schedule: Monday–Friday | First Shift | 7:00 AM – 3:30 PM
Pay Rate: Starting at $39.99 per hour

Make an Impact at the Executive Level

As an Executive Office Assistant, you'll serve as a trusted partner to senior leadership, ensuring seamless operations across schedules, travel, communications, and high-profile engagements. Your work will directly support executive decision-making, global partnerships, sustainability initiatives, and strategic customer and government relationships.

This role is ideal for a proactive professional who anticipates needs, thrives under pressure, and takes pride in creating exceptional experiences for executives, stakeholders, and visitors.

What You'll Do

Executive Calendar & Schedule Management

• Manage complex, multi-time-zone calendars for the Vice President and select team members.

• Coordinate scheduling priorities, resolve conflicts, and proactively maintain executive schedules.

• Ensure seamless coordination across global teams and stakeholders.

Travel & Expense Coordination

• Arrange comprehensive domestic and international travel logistics, including:

  • Flights and accommodations

  • Ground transportation

  • Visa coordination

  • Meeting logistics

  • Executive briefing materials

• Prepare, submit, reconcile, and track travel expenses using Concur.

Executive Events & Customer Engagements

• Coordinate executive-level visits involving:

  • Senior company leaders

  • Government delegations

  • Customers and strategic partners

• Manage venue logistics, agendas, catering, facilities coordination, and on-site support.

• Serve as a key point of contact throughout high-visibility engagements.

Meeting & Communication Management

• Organize internal and external meetings, workshops, and virtual events using Microsoft Teams.

• Prepare presentations, executive briefings, reports, and correspondence.

• Manage participant communications and meeting materials.

• Coordinate meeting recordings, follow-ups, and action-item tracking.

Administrative & Operational Support

• Maintain confidential records, files, contact information, and critical documents.

• Act as a liaison between the VP's office and internal/external stakeholders.

• Track action items, deadlines, and deliverables to ensure timely completion.

• Support procurement requests, invoicing, vendor communications, and administrative projects.

Process Improvement

• Identify opportunities to improve administrative processes and office efficiency.

• Help implement best practices to support a high-performing executive office.

Required Qualifications

• 5+ years of executive support or senior administrative experience supporting C-level, Vice President, or equivalent leadership.

• Experience coordinating executive, government, and customer visits and events.

• Demonstrated success managing complex calendars across multiple time zones.

• Experience with travel management and expense reporting, including Concur.

• Advanced proficiency with:

  • Microsoft Teams

  • Outlook

  • Word

  • Excel

  • PowerPoint

• Exceptional organizational skills and attention to detail.

• Strong written and verbal communication skills.

• Professional presence and ability to interact confidently with senior executives and external stakeholders.

• Proven ability to handle confidential and sensitive information with discretion.

• Strong judgment, prioritization, and problem-solving abilities.

• Ability to work independently in a fast-paced environment.

• Flexibility to occasionally work early mornings, evenings, or weekends to accommodate global business operations.

• Ability to commute to Renton, WA and work onsite as required.

Preferred Qualifications

• Previous experience supporting sustainability, government relations, corporate affairs, or partnership organizations.

• Experience coordinating international delegations and understanding visa and protocol requirements.

• Familiarity with procurement, invoicing, and vendor management processes.

• Basic project management experience.

• Experience using workflow management tools such as:

  • ServiceNow

  • SharePoint

  • Asana

• Bachelor's degree or an equivalent combination of education and relevant professional experience.

Why Join Us?

At PDS Tech Commercial, we connect talented professionals with opportunities that make a difference. This role offers a unique chance to support executive leaders who are shaping global partnerships and sustainability initiatives within one of the world's most respected aerospace organizations.

What You'll Enjoy

• Competitive pay starting at $39.99 per hour

• Hybrid work flexibility with a collaborative onsite environment

• Exposure to executive leadership and strategic business initiatives

• Opportunity to support global programs, government stakeholders, and high-profile customer engagements

• A culture centered on professionalism, collaboration, innovation, and excellence

• Valuable experience with a globally recognized aviation industry leader

• The chance to make a visible impact through meaningful executive support

Your contributions won't just keep an office running—they'll help enable strategic decisions, global partnerships, and initiatives that shape the future of aviation and sustainability.

Apply Today!

If you're an experienced executive support professional who enjoys working at the highest levels of an organization and thrives on managing complex priorities with precision and professionalism, we want to hear from you.

Apply today and bring your expertise, organization, and leadership support skills to a team that's helping shape the future of aviation and global partnerships.

This position requires use of information or access to facilities subject to the International Traffic in Arms Regulations (ITAR) and/or Export Administration Regulations (EAR). These regulations may limit access of controlled technologies: 1) to U.S. Persons, including U.S. Citizens, lawful permanent residents, and other narrow categories including refugees and asylees, or 2) to certain foreign nationals that have received an export license.                                               

• The California Fair Chance Act
• Los Angeles City Fair Chance Ordinance
• Los Angeles County Fair Chance Ordinance for Employers
• San Francisco Fair Chance Ordinance

Massachusetts Candidates Only: 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.