Executive Assistant III

Aquent is proud to partner with a leading global innovator, renowned for shaping the future of technology and creative expression. This organization is at the forefront of delivering groundbreaking products and experiences that captivate millions worldwide. Joining their team means contributing to an environment where creativity, precision, and excellence are paramount, directly impacting the evolution of global creative standards.

Are you a highly organized and proactive administrative professional ready to make a significant impact within a dynamic creative environment? We are seeking an exceptional individual to join a pivotal team, providing essential support to a group of senior Creative Operations leaders. In this role, you won't just manage schedules; you'll be the strategic force that ensures seamless operations, anticipating needs, resolving complexities, and enabling leaders to focus on their groundbreaking work. Your expertise will directly contribute to the efficiency and success of high-level creative initiatives, making a tangible difference in a fast-paced, innovative setting.

Key Responsibilities

• Manage complex, multi-calendar scheduling using standard scheduling tools
• Navigate and resolve conflicting priorities across multiple leaders
• Know when to escalate scheduling conflicts versus resolve independently
• Coordinate meeting preparation - ensure each leader has the right materials, context, and lead time in advance
• Negotiate and secure room bookings and shared resources across leaders and teams
• Coordinate and execute team meetings, offsites, and events, including supply/catering setup and teardown
• Liaise with peer administrators on cross-leader scheduling
• Communicate effectively via various digital platforms and email with supported leaders and peer administrators
• Adapt communication style and working approach to fit each leader's individual preferences and pace
• Provide regular visibility into time allocation and priorities across the leaders supported
• Identify inefficiencies in day-to-day workflows and implement improvements to save time across the leaders supported
• Arrange domestic/international travel and process expense reports as needed
• Coordinate security access and remote workspace needs

Qualifications

• 5+ years supporting Sr. Manager-level or higher
• Experience supporting multiple leaders concurrently
• Experience working with / understanding the needs of creative organizations
• Proficiency in advanced scheduling software, email platforms, productivity suites (e.g., spreadsheets, presentations, word processing), and collaborative communication tools
• Superior organization skills - has an organized approach to time management, and is adaptable to inevitable changes
• Proven ability to navigate and resolve conflicting priorities and adapt to different working/communication styles across leaders
• Works effectively with minimal guidance and supervision, and can independently problem-solve
• Experience planning, coordinating team meetings and events, in person and virtually with distributed teams
• Demonstrated track record of creating or improving administrative processes/systems for greater efficiency
• Strong discretion with confidential information
• Experience collaborating with distributed teams across various time zones
• Experience with complex travel, expense reporting, and facilities coordination
• Ability to meet physical demands, occasional after-hours requests, and/or travel which may be needed for event preparation and execution
• Bachelor's degree or equivalent experience

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.