Administrative Assistant

Aquent; Cupertino (CA); Hybrid; USD 65,000 - 90,000; Full time

Benefits offered by this job

Weekly pay

Benefits

401k with match

Job summary

Aquent is partnering with a leading innovative organization in Cupertino, CA to hire an Administrative Assistant who will support two directors and their engineering teams. The role anchors operations, calendar integrity, travel logistics, expense reporting, and events, enabling leaders to focus on strategic initiatives.

The position is onsite Monday–Thursday with Friday as a hybrid day, offering a collaborative environment and exposure to cross-functional teams in a fast-paced tech setting.

Qualifications

• 3+ years supporting leaders in a corporate setting.
• Experience coordinating calendars and travel for executives.
• Strong written and verbal communication with senior leaders.

Responsibilities

• Manage complex daily calendars and resolve scheduling conflicts.
• Coordinate travel arrangements and expense reporting.
• Plan and execute team events and meetings.
• Assist with space planning and office needs.
• Serve as a central point of contact for admins and leaders.

Skills

Calendar management

Travel coordination

Expense reporting

Event planning

Space planning

Executive support

Communication

multitasking

Education

Associate degree

Bachelor’s degree (bonus)

Tools

Microsoft Office

Google Workspace

Job description

Aquent is proud to partner with a globally recognized leader in innovation, a company celebrated for rapidly transforming groundbreaking ideas into extraordinary products, services, and customer experiences. This organization is a beacon of creativity and technological advancement, constantly pushing boundaries and setting new industry standards. Join us in supporting a team that shapes the future.

Are you a tenacious self-starter with an uncanny ability to anticipate needs and proactively solve problems? We’re seeking an exceptional Administrative Assistant to become the vital backbone of a dynamic engineering team, ensuring their seamless operation and success. This isn’t just a support role; it’s an opportunity to be at the heart of innovation, empowering brilliant minds to bring revolutionary ideas to life.

As the primary gateway for a high-performing engineering team, you will play a pivotal role in maintaining operational excellence. Your meticulous administrative support will directly contribute to the efficiency and productivity of two directors and their software engineering teams, allowing them to focus on their core mission of creating extraordinary experiences. You’ll be instrumental in fostering an environment where innovation thrives, collaborating with various internal and external stakeholders to ensure every detail is managed with precision and foresight.

Location: Cupertino, CA

Schedule: Monday – Thursday (Fully Onsite); Friday (Hybrid)

Timing: 08:30 AM – 05:30 PM

Pay Comments: W2, weekly pay, benefits, 401k w/ match

Background screening required

Key Responsibilities

• Manage complex daily calendars, proactively resolving scheduling conflicts and optimizing time.
• Coordinate intricate travel arrangements, ensuring smooth logistics for team members.
• Prepare and submit expense reports accurately and efficiently.
• Plan and execute events, from small team gatherings to larger departmental functions.
• Assist with space planning and organizational needs to maintain an optimal working environment.
• Address a wide variety of day-to-day administrative needs, acting as a central point of contact.
• Collaborate effectively with other administrative professionals, project managers, and leaders.
• Maintain a strong emphasis on organization and unwavering attention to detail in all tasks.

What You’ll Bring

• Minimum of 3 years of experience in a corporate environment, providing support to leaders.
• Proven expertise in managing highly complex calendars, demonstrating proactive conflict resolution skills.
• Excellent written and verbal communication skills, with comfort interacting with senior executives and their teams.
• A track record of consistently meeting deadlines and taking initiative to make confident, well-informed decisions.
• Exceptional organizational skills and acute attention to detail, coupled with the ability to multitask effectively in a fast-paced, time-sensitive environment.
• Strong business judgment and the ability to interact professionally across various job functions and levels.
• Self-motivation, proactivity, and a team-oriented mindset.
• The ability to own and complete tasks/projects independently with minimal direction.

Bonus Points

• An Associate’s or Bachelor’s degree.
• The ability to remain calm and focused under pressure, with flexibility to adjust priorities quickly.
• Demonstrated good judgment when handling highly confidential information.
• Experience building collaborative relationships cross-functionally and working with global teams across multiple time zones.
• A forward-thinking approach, taking initiative, managing multiple requests simultaneously, and a constant drive for process improvement.
• Proficiency with modern productivity suites and collaboration tools.