Administrative Assistant 3

Join a leading global enterprise renowned for its innovation, brand recognition, and significant impact 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.

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.

What You'll Do

• Provide comprehensive administrative support to senior leaders, including VPs, ensuring efficient management of their schedules and priorities.
• Manage complex calendars, coordinate meetings, and arrange virtual conferences with precision and foresight.
• Handle all aspects of travel planning and expense reporting through internal systems.
• Facilitate cross-functional projects, manage stakeholder communications, and ensure timely updates.
• Oversee daily office operations, including project oversight, asset tracking, and space planning.
• Offer expert guidance on internal processes, policies, and resources to support team problem-solving.
• Maintain strong communication channels with team members, providing support and fostering alignment.
• Lead the end-to-end onboarding process for new team members.
• Create and maintain essential email distribution lists.
• Track and oversee team and project budgets.
• Produce and distribute deliverables across various platforms for internal and external use.
• Procure and manage vendor relationships, including initial engagement, scheduling, and invoicing.
• Coordinate with media outlets for events and corporate communications.
• 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.

What You'll Bring

Must-Have Qualifications:

• 5+ years of experience in a senior administrative support role.
• Bachelor's degree or equivalent practical experience.
• Proven experience supporting senior leadership, including VPs.
• Strong self-sufficiency and comfort collaborating with cross-functional teams.
• Expertise in meeting planning and complex calendar management.
• Proficiency in managing expenses and travel arrangements.
• Demonstrated ability to manage multiple projects, calendars, and events from end-to-end.
• Strong written and verbal communication skills.

Nice-to-Have Qualifications:

• Experience handling highly confidential information with discretion.
• Demonstrated critical thinking, proactive initiative, and ability to execute tasks with urgency.
• Familiarity with online file sharing infrastructure.
• 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).
• Experience within a fast-paced, global industry environment.
• Proven ability to build and manage vendor relationships effectively.
• Extensive background in end-to-end event coordination and management.
• Experience with budget tracking and financial oversight.
• Demonstrated entrepreneurial spirit and business acumen.

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.