Administrative Assistant

Aquent; Beaverton (OR); On-site; USD 52,000 - 72,000; Full time

Job summary

Aquent in Beaverton, Oregon is seeking an organized Administrative Assistant to support multiple Vice Presidents. You will manage complex calendars, coordinate travel, and handle expense reporting to keep executives focused on priorities.

This role requires 3+ years of executive support, a Bachelor’s degree or equivalent, and proficiency with Outlook and Concur. The role thrives in a fast-paced, global environment with proactive problem solving.

Qualifications

• Minimum of 3 years of experience providing administrative support to senior leaders.
• Bachelor’s degree or equivalent practical experience.
• Proficiency in Outlook for email and calendar management.
• Experience with expense management systems, specifically Concur.
• Proven ability to manage complex travel arrangements.
• Exceptional organizational skills and multitasking in a dynamic environment.

Responsibilities

• Provide comprehensive administrative support to multiple Vice Presidents within a key division.
• Manage complex calendars, including scheduling meetings, appointments, and resolving conflicts.
• Coordinate and arrange domestic and international travel, including booking flights, accommodations, and ground transportation.
• Process and reconcile expense reports accurately using platforms like Concur.
• Proactively anticipate needs and provide solutions to ensure smooth daily operations for supported leaders.

Skills

Administrative support

Outlook calendar management

Expense management (Concur)

Travel coordination

Multitasking

Organizational skills

Education

Bachelor's degree or equivalent

Tools

Concur

Job description

We are seeking a highly organized and proactive Administrative Assistant to provide essential administrative support to key leaders. In this role, you will be the backbone of operational efficiency for several Vice Presidents, ensuring their schedules, travel, and expenses are meticulously managed. Your contributions will directly impact the productivity and success of a dynamic team, allowing them to focus on driving strategic initiatives within a fast-paced, consumer-focused environment.

Key Responsibilities

• Provide comprehensive administrative support to multiple Vice Presidents within a key division.
• Manage complex calendars, including scheduling meetings, appointments, and resolving conflicts.
• Coordinate and arrange domestic and international travel, including booking flights, accommodations, and ground transportation.
• Process and reconcile expense reports accurately and efficiently using platforms like Concur.
• Proactively anticipate needs and provide solutions to ensure smooth daily operations for supported leaders.

Required Qualifications

• Minimum of 3 years of experience providing administrative support to senior leaders (e.g., Vice Presidents).
• Bachelor’s degree or equivalent practical experience.
• Proficiency in Outlook for email and calendar management.
• Demonstrated experience with expense management systems, specifically Concur.
• Proven ability to manage complex travel arrangements.
• Exceptional organizational skills and a strong ability to multitask in a dynamic environment.

Preferred Qualifications

• Experience with conference room booking and coordinating catering services.
• High attention to detail, a proactive work ethic, and comfort with asking clarifying questions.
• Previous experience within a similar fast-paced, global industry environment is a plus.