Administrative Assistant

Overview

Join a globally recognized organization at the forefront of innovation, where your contributions directly support critical operations and strategic initiatives that shape the future. This organization is committed to empowering every person and every organization to achieve more, and you will play a crucial part in that mission.

Are you a master organizer with a passion for creating seamless experiences? We’re seeking a highly motivated and detail-oriented professional to become an indispensable partner in our dynamic team. In this pivotal role, you’ll be the backbone of operational excellence, directly enabling our key leaders to focus on strategic goals and customer success. Your expert coordination will ensure smooth, impactful engagements, from executive briefing sessions to global virtual roundtables, directly contributing to our organizational goals and customer satisfaction. This is an exciting opportunity to play a vital role in a global environment, owning workshop and event coordination that makes a tangible difference.

**What You’ll Do:**
You will be instrumental in providing comprehensive administrative support, ensuring the smooth execution of critical operations for key organizational leaders. Your work will directly impact customer-facing engagements and internal team collaboration.

* Event & Meeting Coordination: Orchestrate executive briefing sessions and customer meetings, ranging from intimate 20-person gatherings to large-scale global virtual roundtables. This includes scheduling, catering arrangements, room bookings across various office locations, virtual logistics, speaker content follow-ups, agenda timing, accommodation, and transportation.
* Administrative & Travel Support: Efficiently manage travel arrangements and process business expenses for two key leaders, ensuring accuracy and compliance.
* Organizational Collaboration: Liaise with administrative colleagues for guidance and respond to ad-hoc requests from a large, dynamic team, fostering a collaborative environment.
* Strategic Impact: Your meticulous planning and proactive communication will directly support leaders in driving customer engagements and achieving strategic objectives.

**Must-Have Qualifications:**
* 2-4 years of experience in an administrative role, demonstrating a proven ability to manage complex tasks.
* 2+ years of experience in event planning, coordinating small or large-scale meetings and events.
* 2+ years of experience in project management, showcasing your ability to manage multiple moving pieces effectively.
* 2+ years of experience managing travel arrangements for executives or leadership.

**Nice-to-Have Qualifications:**
* A certification in project management (e.g., PMP) is a plus, highlighting advanced project coordination skills.
* Experience with global logistics, demonstrating an ability to navigate diverse operational requirements.
* Familiarity with various expense and travel management systems.
* Strong organizational skills and a proactive communication style.

**About Aquent Talent:**
Aquent Talent connects the best talent in marketing, creative, and design with the world’s biggest brands.
Our eligible talent get 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.