Administrative Assistant 2

Overview

Join a globally recognized leader at the forefront of innovation, where groundbreaking advancements in artificial intelligence are shaping the future. This organization is dedicated to creating transformative technologies and fostering a collaborative environment that drives progress and impact on a global scale. As a valued partner with Aquent, you will contribute to a team that thrives on creativity, excellence, and a commitment to making a difference.

Are you a highly organized and proactive administrative professional with a passion for supporting senior leadership and enabling team success? In this dynamic role, you will be instrumental in ensuring the smooth day-to-day operations of a fast-growing AI organization. Your expertise will directly impact the efficiency and productivity of key leaders and teams, allowing them to focus on critical initiatives. You’ll be at the heart of operational excellence, contributing to strategic projects and fostering a seamless work environment for a cutting-edge team.

**Key Responsibilities:**

* Provide comprehensive calendar management for a senior leader, including proactive scheduling, detailed coordination, and preparation for meetings and events.
* Make informed decisions on shifting business priorities to ensure accurate scheduling, appropriate allocation of time, and seamless travel arrangements.
* Process and manage all expense reports with precision and adherence to policy.
* Foster strong partnerships and collaborate with administrative teams, HR, Staffing, Finance, and facilities to ensure seamless operations.
* Manage headcount processes, including tracking open positions, creating requisitions, onboarding new hires, and maintaining distribution lists.
* Oversee space allocation, proactively anticipating compression issues, and planning and coordinating individual and group moves for team members.
* Handle equipment purchasing for new hires and refreshes, and meticulously track assets, custodians, cost centers, recycled assets, and equipment transfers.
* Review operating budgets and spend, proactively identifying potential issues and partnering with Finance for accuracy and to prevent reporting discrepancies.
* Act as an interim approver for team expense reports, ensuring coding compliance.
* Organize and execute team off-sites, morale events, and larger organizational gatherings, including All-Hands meetings, from planning to execution.
* Utilize a deep understanding of business cycles to strategically plan events, manage budgets, and provide responsive support tailored to evolving business needs.

**Required Skills & Experience:**

* Minimum of 4 years of demonstrated successful administrative experience in a fast-paced administrative capacity.
* High-level calendaring experience, including complex scheduling and coordination.
* Strong verbal and written communication skills to effectively collaborate with team members across various locations.
* Detail-oriented with strong problem-solving and troubleshooting capabilities.
* Excellent cross-team collaboration skills, with a proven ability to work effectively with diverse groups.
* Ability to be flexible and work quickly and efficiently in a dynamic, fast-paced environment.
* Ability to react with appropriate urgency to situations and requests, demonstrating proactive problem-solving.
* Must be able to maintain confidentiality and exercise discretion and sound judgment at all times.
* Demonstrated tact, diplomacy, integrity, and professionalism in all communications.
* Proficiency in Outlook, Excel, and Word.
* Ability to lift and move standard office equipment (i.e., computers and peripherals).
* A consistent work history demonstrating sustained engagement in administrative roles.

**Preferred Skills:**

* Experience with internal HR, finance, or space management tools.
* Recent administrative experience supporting a large technology organization.

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. 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.

#LI-TC1