Executive Administrative Assistant

Overview

**Unleash Your Impact as a Strategic Executive Partner!**

Are you ready to be at the strategic heart of a global technology leader, directly enabling executive vision and driving operational excellence? This is more than an administrative role; it’s an opportunity to become an indispensable business partner, influencing team culture, streamlining critical processes, and ensuring the seamless execution of high-level initiatives. You’ll operate in a fast-paced, high-impact environment, directly supporting a senior executive and their large, dynamic team, contributing to innovations that touch millions worldwide. If you thrive on complex challenges, proactive problem-solving, and making a tangible difference every day, this is your chance to shine.

**About the Company:**
Join a pioneering force in the technology industry, renowned for its innovative spirit and global impact. This organization is dedicated to pushing the boundaries of what’s possible, creating transformative products and services that empower individuals and businesses across the globe. With a mission to foster a collaborative and inclusive environment, they are committed to attracting talent that can contribute to their forward-thinking vision and maintain their position at the forefront of technological advancement.

**About the Role:**
As a pivotal member of the executive support team, you will provide strategic and operational assistance to a senior executive, ensuring their leadership is effective and their team operates with unparalleled efficiency. Your expertise will be crucial in coordinating complex schedules, managing critical team logistics, and facilitating seamless communication across diverse stakeholders. This role offers high visibility, direct involvement in global initiatives, and the empowerment to lead process improvements, making you a trusted partner in achieving key business objectives.

**Key Responsibilities:**

* **Executive Calendar & Meeting Management:** Masterfully manage a senior executive’s complex calendar, aligning engagements with strategic priorities, prioritizing requests, and ensuring timely follow-up on meeting outcomes and action items.
* **Team Operations & Headcount Management:** Oversee all aspects of large team management, including tracking requisitions, managing personnel changes, and meticulously handling onboarding and offboarding workflows for a team of 200+ members.
* **Executive Travel & Visit Planning:** Orchestrate comprehensive domestic and international travel arrangements, including detailed itineraries, accommodations, transportation, and necessary documentation, providing real-time support across time zones.
* **Cross-Functional Collaboration & Communication:** Serve as a professional and discreet representative of the executive’s office, building strong relationships across teams, contributing strategic insights in leadership meetings, and communicating effectively with diverse audiences.
* **Event & Space Management:** Plan and execute high-impact internal events, such as leadership offsites and large team gatherings, and manage space planning and logistics, including office moves and workspace setup.
* **Financial & Resource Oversight:** Manage expense reporting and budget tracking, partner with leadership on headcount planning and resource allocation, educate team members on financial policies, and manage supply/resource planning.
* **Team Experience & People Operations:** Support new team member onboarding, partner with staffing teams for recruitment and offboarding, and provide daily operational support to a large and dynamic team.

**Why This Role Matters:**
This position offers a unique opportunity to directly influence operational excellence and leadership effectiveness within a leading engineering organization. You will gain direct access to senior leaders, contribute to global initiatives, and be empowered to drive significant process improvements. It’s an ideal role for someone who thrives in dynamic environments, enjoys cross-functional collaboration, and is eager to grow as a strategic business partner.

**Must-Have Qualifications:**

* High school diploma or GED.
* 5-7 years of administrative experience, with a strong preference for executive-level support.
* **Advanced Calendar and Executive Time Management (5+ years):** Proven expertise in managing complex executive calendars, prioritizing engagements, and coordinating across multiple stakeholders and time zones.
* **Proficiency with Standard Office Productivity Suites (5+ years):** Demonstrated advanced skills in applications essential for document creation, data management, and presentations.
* **Large Team Headcount Management (5+ years):** Extensive experience in managing requisitions, tracking hiring processes, and overseeing comprehensive onboarding and offboarding workflows for significant team sizes.
* Exceptional verbal and written communication skills, with a focus on professionalism and discretion.
* Strong multi-tasking abilities and customer service orientation.
* Ability to work independently, manage time effectively, and maintain strict confidentiality.
* Demonstrated ability to work collaboratively across teams and adapt to various work styles.

**Preferred Qualifications:**

* Experience collaborating with product groups in a fast-paced, high-impact technology environment.
* Exceptional attention to detail across all tasks.
* Strong tenacity and follow-up skills.
* Ability to navigate complex, high-stakes situations with agility and strategic foresight.

**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.