Administrative Assistant 1

Are you ready to play a pivotal role in enabling senior leadership within a dynamic, global organization? As an integral part of a collaborative team, you will empower leaders to focus on strategic initiatives by expertly managing their complex schedules and ensuring seamless operational flow. This is an exciting opportunity to make a tangible impact on the efficiency and success of a large team, fostering a supportive environment where your contributions directly influence productivity and morale.

**About the Hiring Company:**

Join a leading global company at the forefront of innovation, dedicated to shaping the future through groundbreaking technology and solutions. Our mission is to empower every person and every organization on the planet to achieve more. We foster a culture of collaboration, continuous learning, and impact, where every team member contributes to our ambitious goals and helps drive progress on a global scale.

**The Impact You'll Make:**

You will be the organizational backbone for senior leaders, providing high-level administrative and operational support that directly contributes to their effectiveness and the overall success of a 250-person global organization. Your expertise in managing complex calendars, coordinating international activities, and streamlining administrative processes will ensure that leadership can operate at peak performance, driving key projects and initiatives forward. You will be a central point of contact, facilitating critical communications and fostering a well-coordinated, efficient work environment.

**Key Responsibilities:**

* Provide comprehensive administrative support to two senior leaders, including high-volume calendar management, meeting coordination, and task tracking.

* Manage domestic and international travel arrangements and process expense reimbursements efficiently.

* Monitor and manage budgets, ensuring timely processing of financial documentation and adherence to guidelines.

* Act as a primary liaison between executives, internal teams, and external partners to facilitate clear communication and project coordination.

* Support international team collaboration, assisting with document preparation, reporting, and follow-ups across various time zones.

* Manage distribution lists, shared mailboxes, and resource booking systems to maintain organizational efficiency.

* Assist with device and access coordination, ensuring team members have the necessary tools and permissions.

* Support team operations, coordination, and morale initiatives, contributing to a positive and productive work environment.

* Maintain strict confidentiality and exercise sound judgment when handling sensitive information.

* Drive efficiency and growth by taking initiative on stretch projects and implementing operational improvements.

**Opportunities for Growth and Collaboration:**

You will partner closely with a dedicated executive administrative team, ensuring continuity, comprehensive coverage, and smooth operational support across the organization. This role offers the chance to work in a highly collaborative and supportive environment with shared ownership and built-in backups. You'll have the opportunity to engage in stretch projects and contribute to ongoing operational improvements, fostering a growth-oriented mindset.

**Qualifications:**

**Must-Have Qualifications:**

* 2-4 years of relevant administrative support experience, with a proven track record of supporting executive or senior-level management.

* Demonstrated expertise in high-volume calendaring and scheduling for multiple senior leaders (e.g., General Managers, Vice Presidents).

* Experience managing domestic and international travel arrangements and processing expense reports.

* Proficiency in modern productivity tools, including calendaring, communication, and document management platforms (e.g., Outlook, Teams, SharePoint).

* Experience supporting international teams and effectively coordinating across different time zones.

* Proven ability to monitor and manage budgets, including timely processing of financial documentation.

* Exceptional multitasking, time management, and organizational abilities.

* Excellent verbal and written communication skills.

* Ability to work independently, maintain strict confidentiality, and build strong professional relationships.

* A growth-oriented mindset and a proactive approach to identifying and implementing operational improvements.

**Nice-to-Have Qualifications:**

* Bachelor's degree.

* Demonstrated project management experience.

* Familiarity with supporting executive-level leadership.

* Background in a fast-paced, global organization.

**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.