Administrative Assistant

Overview

Aquent has an exciting opportunity for an Administrative Assistant in Redwood City, CA!

This is an on-site position.  For this reason, we will only consider candidates who currently live in the Redwood City area or can comfortably commute to Redwood City on a daily basis.

To be considered for this role, you must:

• Be authorized to work in the United States
• Not require sponsorship of any kind for the duration of the assignment
• Be able to work on a W-2 basis.  C2C or 1099 is not permitted for this position.

This is an exceptional opportunity to join a leading organization at the forefront of advancing well-being, where your expertise will directly empower executive leadership and drive operational excellence. As a strategic partner, you will play a pivotal role in ensuring the seamless functioning of a Vice President’s office, enabling critical decision-making and contributing significantly to the organization’s mission and impact.

Our client is a prominent organization dedicated to innovation and delivering high-quality services within a vital sector. They are seeking a highly skilled and discreet professional to join their executive support team. This role is more than administrative; it’s a chance to be the central pillar of an executive’s success, directly influencing strategic initiatives and operational efficiency. You will leverage your advanced organizational and communication skills to manage complex schedules, facilitate key projects, and act as a primary liaison, ensuring that the executive can focus on strategic priorities.

**Your Impact:**
You will serve as a trusted partner, managing the intricate day-to-day operations of an executive office. Your contributions will directly enhance the executive’s productivity and reach, allowing them to lead with greater effectiveness. You will be instrumental in coordinating high-level communications, managing sensitive information with utmost discretion, and proactively anticipating needs to maintain a dynamic and efficient environment. This role offers the opportunity to lead and mentor support staff, further amplifying your impact across the organization.

**Key Responsibilities:**
* **Strategic Office Management:** Independently plan, organize, and oversee daily office activities, relieving the executive of administrative detail. Participate in budget development, prepare justifications for funding, and research new office systems and equipment. Control office accounts, approve payments, and manage supply procurement.
* **Executive Representation & Communication:** Act as the primary liaison and first point of contact, representing the executive on all matters. Receive and screen incoming calls and visitors, evaluating requests and inquiries to determine priority and make appropriate referrals or alerts. Represent the executive in meetings as assigned.
* **Complex Calendar & Travel Coordination:** Coordinate and facilitate the executive’s intricate calendar, scheduling appointments and engagements. Arrange conferences, meetings, and hearings, including comprehensive travel, lodging, and meeting room logistics, ensuring all necessary amenities and materials are prepared and distributed.
* **Information & Document Control:** Read and screen incoming correspondence and reports, assessing importance and resolving matters within established parameters. Compose high-level correspondence and prepare administrative or financial reports, communicating the executive’s activities, views, and commitments. Compile publications, newsletters, or informational pamphlets, coordinating layout, design, printing, and distribution. Review, proofread, and edit critical documents for executive signature, ensuring accuracy, quality, and proper grammar, punctuation, and spelling. Organize and maintain highly sensitive and confidential records and files, ensuring their security and integrity.
* **Project & Initiative Support:** Plan, organize, coordinate, and oversee special projects and assignments, such as event planning and department-wide activities, as requested by the executive. Maintain current knowledge of issues, problems, and activities of special interest to the executive, monitoring relevant developments and alerting them to new information.
* **Team Leadership & Mentorship:** Potentially serve as a lead-worker to subordinate personnel within the executive’s office, assigning, scheduling, coordinating, and reviewing work activities to ensure efficient operations and goal achievement. Provide input into performance evaluations and offer orientation and training to new support staff members.

**Must-Have Qualifications:**
* **Education:** High school diploma or equivalent certificate.
* **Experience:** Five (5) years of related office administrative and/or secretarial experience, including providing office support to management staff and administering or coordinating office services operations.
* **Technical Skills:**
* Proficiency in standard office productivity suites, including advanced word processing, spreadsheet, email, and presentation applications.
* Knowledge of web content management software applications.
* Skill in keyboarding.

 **Knowledge & Abilities:**
* Comprehensive knowledge of principles and practices of office management and organization.
* In-depth understanding of workflow, administrative processes, and operating procedures necessary to support an executive office.
* Exceptional knowledge of English composition, spelling, grammar, and punctuation, along with basic mathematical principles.
* Proven skill in interviewing inquirers, screening information, and controlling, consolidating, and routing information effectively.
* Ability to interpret, apply, and consolidate priority information and policies.
* Demonstrated ability to implement a comprehensive administrative support program.
* Superior discretion and independent judgment in evaluating sensitive and confidential information.
* A keen understanding of the ramifications of actions taken and information processed.
* Exceptional tact in dealing with staff, stakeholders, and the public, maintaining effective working relations and communications.
* Ability to independently prepare complete and concise reports and correspondence.
* Ability to effectively coordinate, perform, and complete multiple duties and assignments concurrently and in a timely manner.

**Nice-to-Have Qualifications:**
* Experience in a lead or supervisory capacity, demonstrating the ability to plan, direct, coordinate, and evaluate the work of others.

The target hiring compensation range for this role is $23.38 to $50.89 an hour. Compensation is based on several factors including, but not limited to education, relevant work experience, relevant certifications, and location.

**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.