Administrative Assistant

Overview

Become an integral part of a global icon, revolutionizing how a Fortune 500 company operates! As a Senior Administrative Assistant partnered with Aquent, you’ll be embedded within the dynamic world of global finance, directly supporting leadership and driving impactful decisions. Your expertise will streamline operations, enhance communication, and contribute to the overall success of a world-renowned brand.
This exciting opportunity allows you to leverage your exceptional organizational skills and become a vital asset to a high-performing team. You will be the central hub for a Vice President and two Senior Directors, managing their complex schedules, facilitating seamless travel arrangements, and orchestrating impactful meetings and events. Your proactive approach and meticulous attention to detail will ensure smooth operations and empower leadership to focus on strategic initiatives. This role offers a unique blend of administrative support and project coordination, allowing you to contribute to various projects and initiatives that directly impact the company’s financial performance.
Responsibilities:

• Expertly manage complex calendars for multiple leaders, anticipating and resolving scheduling conflicts with finesse.
• Coordinate global travel arrangements, meticulously crafting itineraries and managing all necessary documentation.
• Plan and execute impactful meetings and events, from securing venues to managing budgets and crafting engaging agendas.
• Prepare and process expense reports, track budgets, and manage purchase orders with unwavering accuracy.
• Create and refine high-quality presentations, documents, and correspondence, ensuring impeccable formatting and clarity.
• Facilitate clear and effective communication on behalf of leadership, managing distribution lists and ensuring timely delivery.
• Collaborate on team space planning and equipment moves, optimizing the work environment for peak performance.
• Provide essential support for special projects, tracking progress and ensuring deadlines are met.
• Foster a positive and collaborative team environment, organizing team-building activities and enhancing communication.
• Serve as the primary point of contact for administrative inquiries, providing timely and helpful support.
• Offer flexible administrative coverage for other leaders as needed, demonstrating adaptability and teamwork.

Must-Have Qualifications:

• Bachelor’s degree in business or a related field, or equivalent combination of education, experience, and training.
• Minimum of 3 years of administrative experience supporting senior-level executives.
• Exceptional communication skills, including the ability to interact effectively with diverse personalities at all levels.
• Proven ability to thrive in a fast-paced, results-oriented environment, managing multiple priorities with ease.
• Exceptional organizational skills and meticulous attention to detail, ensuring accuracy and efficiency in all tasks.
• Proficiency in Microsoft Office Suite (Outlook, PowerPoint, Word, and Excel) and virtual meeting tools (Zoom/MS Teams).

Nice-to-Have Qualifications:

• Experience with budget tracking and travel booking.
• Familiarity with Keynote and AI tools like ChatGPT or Microsoft Copilot.
• Prior experience working within a similar corporate environment.

About Aquent Talent:
Aquent Talent connects the best talent in marketing, creative, and design with the world’s biggest brands. Our eligible talent gets access to amazing benefits like subsidized health, vision, and dental plans, paid sick leave, and retirement plans with a match. More information on our awesome benefits!
Aquent is an equal-opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, and other legally protected characteristics. We’re about creating an inclusive environment—one where different backgrounds, experiences, and perspectives are valued, and everyone can contribute, grow their careers, and thrive.

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