Administrative Assistant

Overview

This is an exciting opportunity to join a leading global organization that is at the forefront of innovation, shaping the future of technology and digital experiences. As a vital member of a dynamic team, you will play a crucial role in ensuring the seamless operation and efficiency of a key management group, directly contributing to their success and strategic initiatives. Your organizational prowess and proactive support will empower leaders to focus on high-impact projects, making a tangible difference every day.

**About the Role**

We are seeking a highly organized and dedicated professional to provide comprehensive administrative and operational support to a group of senior managers. This role is perfect for someone who thrives in a fast-paced environment, enjoys managing complex schedules, and takes pride in contributing to a collaborative and fun team culture. You will be the backbone of daily operations, ensuring everything runs smoothly for key decision-makers.

**Key Contributions & Impact**

In this role, you will be instrumental in:

* **Streamlining Operations:** Managing complex calendars for a significant number of managers, ensuring optimal scheduling and coordination.
* **Facilitating Travel & Events:** Coordinating travel arrangements, processing expenses, and organizing meetings and team events, including offsite gatherings.
* **Enhancing Team Logistics:** Overseeing equipment logistics and managing team support functions, ensuring resources are readily available.
* **Financial & Administrative Oversight:** Acting as an interim approver for expenses and assisting with department financial, personnel, and facility operations.
* **Special Projects:** Taking ownership of various special projects that contribute to the team’s overall effectiveness and strategic goals.

**Primary Responsibilities**

* Manage and coordinate multiple complex schedules and calendars for a group of managers.
* Arrange and manage all aspects of domestic and international travel, including itineraries and expense reporting.
* Plan, coordinate, and execute meetings, events, and offsite gatherings.
* Support team logistics, including the procurement and distribution of equipment and team-related materials.
* Process and approve expenses as an interim approver, ensuring compliance with company policies.
* Assist with various department operations, including financial, personnel, and facility-related tasks.
* Complete special projects as assigned, demonstrating initiative and problem-solving skills.

**Must-Have Qualifications**

* Minimum 2-3 years of experience demonstrating strong proficiency in Outlook for complex calendar management and communication.
* Minimum 2-3 years of experience utilizing Excel for data organization and reporting.
* Minimum 2-3 years of experience with travel and expense reporting systems.
* Proven ability to perform a variety of complex administrative functions, supporting both individual managers and larger groups.
* Exceptional detail-orientation and a proactive, self-starter mentality.
* Demonstrated ability to move quickly and adapt to changing priorities.
* A quick learner with a strong desire to master new tools and processes.

**Nice-to-Have Qualifications**

* 2-4 years of administrative experience within a large, global organization.
* A genuine passion for administrative work and a commitment to supporting a team.
* Familiarity with established corporate tools and processes.

**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.

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