Administrative Assistant

Cupertino, CA
Job Terms:
~$25-30/hr DOE
Posted By:
Sara Truesdale

Job Description:

Aquent's Client seeks an Admin to support the implementation of global creative operational needs, connect teams and knowledge, and problem solve operational hurdles in support of the creative leads in the Design group. This is a support role for the organizational leadership. The ideal candidate is highly organized and able to manage multiple projects, timelines, anticipate issues and proactively resolve them in a collaborative way.

There are three main areas of support that the admin will focus on: calendar and schedule management of senior creative staff, studio team administrative support; and logistics and email communications.

Key Qualifications:

  • Ability to multi-task and juggle multiple competing priorities in a fast-paced environment, and an organized approach
  • Stellar verbal and written communication skills, excels under pressure
  • Superior organization skills
  • Proactive problem solving abilities
  • Able to react quickly, adaptable to inevitable changes
  • Works well with minimal guidance and supervision
  • Strong interpersonal skills, self-described “people person”
  • You have juggled multiple deadlines, schedules, planned meetings, and are accustomed to supporting senior staff with very demanding schedules
  • Calm and confident during high stress situations, experienced in handling confidential and sensitive materials with discretion
  • Resourceful, creative, and solution-oriented in ambiguous situations
  • You are knowledgeable and have created and/or supported presentation development for senior management
  • You advocate for your decisions and can say "no" to support your creative lead's schedule when needed
  • You have collaborated laterally across organizations while using your influencing skills
  • You are experienced in expense report management
  • You have experience working  on a Mac, as well as with Keynote, Numbers, Pages, Excel, Word, and other productivity tools


The responsibilities for this position support the administrative and operational needs under direction of senior creatives for the global creative team. Listed below are a sample of responsibilities that cut across the creative organization:

  • Heavy calendar management - organize daily calendars showing flexibility and problem solving abilities; adjust and prioritize schedules due to last minute changes from conflicting meetings, coordination with executive schedules, and meeting room availability
  • Coordinate key team meetings with internal leadership teams across the company as well as with external business partners
  • Answer correspondence and redirect as needed to teams within the company
  • Set up large team meetings, organizing catering when needed
  • Organize team off site meetings
  • Arrange complex domestic and international travel and process expense reports
  • Your responsibilities are to support and assist a Senior leader with their administrative tasks along with the team
  • You work autonomously, take initiative, and complete tasks you are responsible for 
  • You are creative, thoughtful, take problems and dissect it for solutions, better yet, you can foresee it coming and are three steps ahead
  • You are calm under pressure, have a sense of humor and flexible with a diverse set of personalities


  • A Bachelor's degree, AA or equivalent experience
  • 2-4 years’ experience working in a coordination role with a high volume of tasks
  • Ability to communicate and collaborate with peers, cross-functional stakeholders, and senior management
  • Ability to multi-task and execute on multiple competing priorities in a fast-paced environment
  • Track record of being detail-oriented, willing to wear multiple hats, identifying areas for improvement/support, and delivering results in a highly organized manner

Client Description:

Our client, a leader in consumer electronics, is one of the greatest, most innovative, world-changing companies ever created! More like a cluster of start-ups versus a large company, they are single-handedly credited with creating some of the most impactful products of this generation.

Working alongside some of the brightest and most talented people, the work you do here will add up to something big that could not be done anywhere else.  There is no doubt that your best work will be brought out achieving some hefty goals at a heroic pace.

One thing we know is that you WILL NOT ever be bored.

Here are some more things you can expect:

  • Wi-fi equipped shuttle service
  • Free parking
  • Onsite cafeteria

WORKING WITH AQUENT: long-term assignments with Aquent gets you access to some pretty cool things:
- You're paid weekly
- Subsidized health (including term life and LTD) and dental benefits after your first four weeks of work (averaging at least 20 hrs/wk)
- Access to Fidelity 401(k)
- Access to FSA Program
- Direct deposit for your pay check
- Access to our Talent Rewards Program (we reward for referrals!)
- Access to free online courses via Aquent's Gymnasium, to help you develop your skills: http://gymnasium.aquent.com/
- Access to free online courses via Lynda.com
- Aquent support: your Aquent Agent checks in with you during the course of your contract to make sure you're happy and progressing according to your expectations (we're also there to be looking for new opportunities for you when you're close to wrapping up)