Administrative Assistant 3

Partner with Aquent to join a leading global enterprise, renowned for its innovation, strong brand presence, and significant influence across its industry. This organization is at the forefront of shaping future trends and creating unparalleled experiences for its global community. Through a commitment to excellence and a dynamic work environment, they empower their teams to achieve extraordinary results and make a tangible difference.

Aquent is seeking a highly skilled and proactive administrative professional to step into a pivotal support role within a dynamic team. This is an exceptional opportunity to directly enable senior leadership, including VPs, in driving strategic initiatives and ensuring seamless operational flow. Your expertise will be instrumental in optimizing efficiency, fostering collaboration, and making a tangible impact on key projects that shape the future direction of the business. You won't just be supporting operations; you'll be an integral part of shaping strategic outcomes and contributing directly to the success of high-impact initiatives.

What You'll Do

• Provide comprehensive administrative support to senior leaders, ensuring efficient management of their schedules and priorities, directly contributing to their strategic effectiveness.
• Manage complex calendars, coordinate meetings, and arrange virtual conferences with precision and foresight, facilitating critical decision-making processes.
• Handle all aspects of travel planning and expense reporting through internal systems, ensuring smooth operations for leadership.
• Facilitate cross-functional projects, manage stakeholder communications, and ensure timely updates, driving project success.
• Oversee daily office operations, including project oversight, asset tracking, and space planning, creating an optimal work environment.
• Offer expert guidance on internal processes, policies, and resources to support team problem-solving, empowering colleagues.
• Maintain strong communication channels with team members, providing support and fostering alignment across the organization.
• Lead the end-to-end onboarding process for new team members, setting them up for success from day one.
• Create and maintain essential email distribution lists, ensuring effective internal communication.
• Track and oversee team and project budgets, contributing to financial oversight and resource management.
• Produce and distribute deliverables across various platforms for internal and external use, enhancing communication and reach.
• Procure and manage vendor relationships, including initial engagement, scheduling, and invoicing, ensuring smooth external partnerships.
• Coordinate with media outlets for events and corporate communications, enhancing the organization's public presence.
• Plan, facilitate, and manage a wide range of events, from agenda planning and presenter coordination to day-of event execution for internal and external partners, creating memorable experiences.

What You'll Bring

Must-Have Qualifications:

• 5+ years of experience in a senior administrative support role, demonstrating a proven track record of excellence.
• Bachelor's degree or equivalent practical experience, providing a strong foundation for this role.
• Proven experience supporting senior leadership, including VPs, understanding the unique demands of executive support.
• Strong self-sufficiency and comfort collaborating with cross-functional teams, enabling seamless project execution.
• Expertise in meeting planning and complex calendar management, ensuring optimal use of leadership's time.
• Proficiency in managing expenses and travel arrangements, facilitating smooth operational logistics.
• Demonstrated ability to manage multiple projects, calendars, and events from end-to-end, showcasing strong organizational skills.
• Strong written and verbal communication skills, essential for clear and effective interaction.

Nice-to-Have Qualifications:

• Experience handling highly confidential information with discretion, demonstrating trustworthiness and integrity.
• Demonstrated critical thinking, proactive initiative, and ability to execute tasks with urgency, anticipating needs and acting swiftly.
• Familiarity with online file sharing infrastructure, streamlining document management.
• Proficiency in standard office software (e.g., Microsoft Office Suite, Google Workspace), project management tools (e.g., Smartsheets, Airtable), and graphic design software (e.g., Adobe Photoshop), enhancing productivity and creativity.
• Experience within a fast-paced, global industry environment, adapting to dynamic challenges.
• Proven ability to build and manage vendor relationships effectively, fostering strong external partnerships.
• Extensive background in end-to-end event coordination and management, ensuring flawless execution.
• Experience with budget tracking and financial oversight, contributing to fiscal responsibility.
• Demonstrated entrepreneurial spirit and business acumen, driving innovative solutions.

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. We also offer free online training through Aquent Gymnasium. 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.