Executive Administrative Assistant

Overview

Partnering with Aquent, a leading global organization dedicated to strategic and operational excellence, is seeking a highly motivated and skilled individual to become an indispensable part of their core team. In this pivotal role, you will directly empower senior leaders and their teams, driving efficiency and ensuring seamless operations that contribute to the overarching success of global initiatives. Your meticulous organizational skills and proactive support will be the backbone for critical strategic planning, enabling our leaders to focus on impactful decision-making and innovation.

This organization is at the forefront of global strategy and operations, fostering an environment where innovation and collaboration thrive. You will join a dynamic team that supports leaders with critical logistics, meticulous calendaring, sophisticated event scheduling, compliance tracking, and efficient expense management. This role offers a unique opportunity to contribute to the smooth functioning of high-level operations, directly impacting the strategic direction and overall success of the enterprise.

**Your Impact:**

As a vital member of the team, you will provide comprehensive support to senior leaders, ensuring their daily operations run flawlessly. You will be instrumental in managing complex calendars across multiple time zones, streamlining travel logistics, and handling expense reporting with precision. Your contributions will extend to supporting larger team initiatives, from organizing morale-boosting events to facilitating the smooth onboarding and offboarding of new team members. By managing essential administrative tasks, you will free up leadership to concentrate on strategic objectives, directly influencing key projects and initiatives.

**Key Responsibilities:**

* Provide comprehensive administrative support to senior leaders, including expert calendar management, complex travel arrangements, and accurate expense reporting.
* Offer support to leaders’ direct reports as needed, fostering a collaborative and efficient team environment.
* Contribute to broader team support by organizing morale events, coordinating new hire onboarding and offboarding processes, and procuring essential goods and services such as equipment, office supplies, and reference materials.
* Manage asset tracking and facility requests with meticulous attention to detail.
* Exercise sound judgment, tact, diplomacy, integrity, confidentiality, and professionalism in all communications and interactions.
* Build and maintain strong business relationships with executive-level and administrative staff both internally and externally.

**Required Skills & Experience:**

* 2-4 years of experience as a Business Administrator or in a similar administrative support role.
* Proficiency in widely used productivity and collaboration suites, including calendaring, spreadsheet, document, presentation, diagramming, and content management applications.
* Strong organizational skills and the ability to manage multiple priorities effectively.
* Excellent professional communication and interpersonal skills.

**Nice-to-Have Qualifications:**

* Experience with internal expense management and HR systems.
* Demonstrated process-driven approach, exceptional organization, and keen attention to detail.
* High integrity and a proven ability to handle confidential information appropriately.
* Ability to deal with ambiguity, make independent decisions, be proactive, and drive tasks to closure.
* Capable of managing multiple projects simultaneously, actively tracking pending items, and constantly reprioritizing tasks based on changing business needs.
* Proven track record of excellent judgment, problem resolution, teamwork, negotiation, budgeting, analytical skills, decision-making skills, and the ability to work under pressure.
* Familiarity with travel booking tools.

**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.