Executive Assistant

Overview

Our client is seeking an Executive Administrative Assistant to support a Director on their Human Interface Design team. In this role, you will coordinate between multiple team leads and their respective groups and cross-functional partners. This role is for a highly organized, resourceful, and adaptable team player, who is both creative and results-oriented and has a passion for helping teams run smoothly. This position requires a tenacious selfstarter with experience in an executive assistant role within a dynamic hightech environment. We require that candidates have significant experience in assisting senior leaders in current or past positions.

Primary Responsibilities

• Assist the Director and his teams with administrative tasks.
• Heavy calendar management.
• Meeting prioritization and scheduling between multiple senior leads, their teams, and cross-functional partners.
• Adjust schedules due to changes from conflicting meetings that come up at the last minute.
• Liaise with executive admins to coordinate scheduling of key leadership meetings.
• Arrange domestic and international travel and process expense reports as needed.
• Assist with note-taking in select meetings and help drive post-action items.
• Assist with coordination and communication of on-site team meetings and events, including room reservations, catering, team-building events, business off-sites, and Town Hall meetings.
• Liaise with local site teams and corporate meetings and events teams as needed.
• Answer correspondence and redirect as needed to appropriate team members.
• Assist with communicating team updates.

Key Qualifications

• 5+ years of experience supporting Director-level or higher.
• Experience working with / understanding the needs of creative organizations.
• Experience collaborating with distributed teams — the role will be primarily working with teams across Cupertino, Culver City, and New York – as well as stakeholders across EMEA and APAC time zones.
• Experience planning, coordinating, and communicating team meetings and events, in person and virtually with distributed teams.
• Comfortable operating as part of a greater team of administrative assistants that support one another.
• Strong attention to detail and accuracy.
• Superior organization skills – has an organized approach to time management, and is adaptable to inevitable changes.
• Work effectively with minimal guidance and supervision, and can independently problem-solve.
• Adept and professional in communication with cross-functional stakeholders and senior management.
• Consistently adapts/improves their processes to get things done more effectively.
• Discretion in handling confidential materials and issues.
• Experience with Apple Mail, Apple Calendar, and Apple productivity apps (Keynote, Numbers, and Pages).
• Experience with virtual collaboration tools (Quip, Slack, Webex).
• Willingness to be available after business hours on occasion.

Education

• Bachelor’s degree or equivalent experience

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. 

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.