Executive Administrative Assistant

We are seeking a highly organized, proactive, and dynamic Executive Administrative Assistant to provide comprehensive support to three senior leaders within the EPSI leadership team. This role will focus on organizing travel, managing calendars, processing expense reports, and administering vendor payments, all while ensuring smooth day-to-day operations. The ideal candidate will have a strong administrative background, excellent problem-solving skills, and the ability to manage competing priorities in a fast-paced environment.

Key Responsibilities:

• Travel Coordination: Organize domestic and international travel arrangements, including flights, accommodations, transportation, and itineraries, ensuring that all travel plans are executed seamlessly.
• Calendar Management: Oversee complex calendar scheduling using Apple Calendar, including managing competing meeting requests, rescheduling as necessary, and coordinating with other executives' assistants to optimize schedules.
• Expense & Financial Administration: Prepare and process expense reports, track and manage Purchase Orders (POs), and facilitate vendor payments in a timely manner.
• Administrative Support: Provide general administrative support for the EPSI leadership team, including handling correspondence, answering calls, managing emails, and assisting with project management tasks as needed.
• Event Coordination: Organize large team meetings, events, and off-site team-building activities, including catering and logistics.
• Office and Studio Management: Support the team with office moves, studio needs, and other general administrative tasks as they arise.
• Problem Solving: Proactively identify issues and provide solutions with minimal supervision. Anticipate challenges and address them before they become problems.
• Team Collaboration: Work closely with other administrative assistants, cross-functional teams, and leadership to maintain a smooth workflow and positive team culture.
• Project Support: Assist with team initiatives, manage timelines, set expectations, and ensure that all project milestones are met with efficiency and accuracy.

Key Qualifications:

• Experience: At least 5 years of administrative experience, with a minimum of 2 years supporting Director-level or higher executives.
• Adaptability: Ability to thrive in a fast-paced, deadline-driven environment, and maintain composure under pressure. Must be able to prioritize and adjust schedules due to last-minute changes.
• Communication: Exceptional written and verbal communication skills, with a strong sense of professionalism and the ability to represent leadership appropriately.
• Organizational Skills: Highly organized with an exceptional attention to detail, ensuring all tasks are executed accurately and on time. Able to manage competing priorities effectively.
• Judgment: Able to exercise good judgment when handling confidential information and making decisions on behalf of leadership.
• Independence: Comfortable working autonomously and managing multiple tasks with minimal direction. Can say “no” when needed to protect the executive's schedule and priorities.
• Technology Proficiency: Proficient in Apple Calendar, Mail, Keynote, Quip, Slack, and other office systems and tools. Experience with additional office software and project management tools is a plus.
• Travel Experience: Experience coordinating both domestic and international travel, with an understanding of the nuances involved in each.
• Team Player: A team-oriented mindset with the ability to collaborate and contribute positively to the overall team culture and success.
• Education: Bachelor's degree, AA degree, or equivalent experience.

Additional Desired Skills:

• Interest in project management and a willingness to take on new administrative challenges.
• Strong problem-solving skills and the ability to anticipate needs or potential challenges.
• Willingness to work flexible hours and be available after business hours, as needed.
• Interest in helping foster a positive, creative, and productive team culture.

The target hiring compensation range for this role is $42.05 to $46.73 an hour. Compensation is based on several factors including, but not limited to education, relevant work experience, relevant certifications, and location.

Client Description

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.

Our client, a leader in consumer electronics, is one of the greatest, most innovative, world-changing companies ever created! More like a cluster of start-ups versus a large company, they are single-handedly credited with creating some of the most impactful products of this generation.

Working alongside some of the brightest and most talented people, the work you do here will add up to something big that could not be done anywhere else. There is no doubt that your best work will be brought out achieving some hefty goals at a heroic pace.

One thing we know is that you WILL NOT ever be bored.

Here are some more things you can expect:

• Wi-fi equipped shuttle service
• Free parking
• Onsite cafeteria

WORKING WITH AQUENT: long-term assignments with Aquent gets you access to some pretty cool things:
– You’re paid weekly
– Subsidized health (including term life and LTD) and dental benefits after your first four weeks of work (averaging at least 20 hrs/wk)
– Access to Fidelity 401(k)
– Access to FSA Program
– Direct deposit for your pay check
– Access to our Talent Rewards Program (we reward for referrals!)
– Access to free online courses via Aquent’s Gymnasium, to help you develop your skills: http://gymnasium.aquent.com/
– Access to free online courses via Lynda.com
– Aquent support: your Aquent Agent checks in with you during the course of your contract to make sure you’re happy and progressing according to your expectations (we’re also there to be looking for new opportunities for you when you’re close to wrapping up)

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