Administrative Assistant 3 [AQ-20760]

Aquent; Redmond (WA); On-site; USD 90,000 - 130,000; Full time

Job summary

Aquent partners with a global technology leader to empower executives and optimize critical operations. In this executive assistant role, you will manage complex calendars, coordinate domestic and international travel, process expenses, and support leadership across time zones.

You will liaise with internal and external partners, organize meetings and events, handle procurement, and contribute to cross-functional efficiency.

Qualifications

• 5+ years of proven experience in executive calendar and scheduling management.
• 4-5+ years of hands-on experience in operations and administrative support, including expense management, travel coordination, PO processing, and budget tracking.
• Advanced proficiency with Microsoft 365, including Outlook for calendar and email, Teams for collaboration, Excel for data and PowerPoint for presentations.
• Familiarity with internal expense reporting systems and standard operational workflows.
• Demonstrated stable career progression indicating reliability and commitment.

Responsibilities

• Provide executive administrative support by managing complex calendars across time zones.
• Coordinate domestic and international travel with policy compliance and cost controls.
• Process business expenses, purchase orders, and track budgets with attention to detail.
• Organize and facilitate meetings and events, handling all logistics.
• Oversee procurement of office supplies, equipment, and reference materials; manage vendor relationships.
• Serve as primary contact for the department, coordinating with internal and external partners.
• Support operational and personnel functions within the department.
• Undertake special projects to improve efficiency and effectiveness.

Skills

Calendar management

Travel coordination

Expense management

Budget tracking

Microsoft 365

Tools

Outlook

Microsoft 365

Teams

Excel

PowerPoint

Job description

Aquent is partnering with a pioneering global technology company, a true leader in innovation that is actively shaping the future of digital experiences and empowering billions across the globe. This organization is celebrated for its commitment to groundbreaking products and services that profoundly impact daily life and business operations worldwide.

Step into a pivotal role where your expertise will be indispensable, directly empowering key leadership and ensuring the seamless operation of critical functions within a dynamic, fast-paced environment. This is your chance to be instrumental in enabling executives to focus on strategic initiatives, expertly managing complex schedules, facilitating essential communications, and streamlining administrative processes. Your contributions will directly enhance productivity and efficiency, making a tangible impact on the team's ability to deliver high-priority projects and achieve ambitious organizational goals. Get ready to make a real difference every single day!

Key Responsibilities

• Provide comprehensive administrative support to leadership, managing complex calendars, prioritizing high-volume meeting requests, and skillfully resolving scheduling conflicts across various time zones.
• Coordinate intricate domestic and international travel arrangements, ensuring smooth logistics and adherence to company policies.
• Manage and process business expenses, purchase orders, and track budgets with meticulous attention to detail and compliance.
• Organize and facilitate meetings and events, handling all logistical aspects to ensure successful execution.
• Oversee the procurement of essential goods and services, including office supplies, equipment, and reference materials, while managing vendor relationships.
• Serve as a primary point of contact for the department or group, effectively communicating with internal and external partners.
• Contribute to the efficiency of operational and personnel functions within the department.
• Undertake and successfully complete special projects as assigned, demonstrating initiative and problem-solving skills.

Required Qualifications

• A minimum of 5 years of proven experience in executive calendar and scheduling management, adept at handling high-volume requests and complex logistical coordination.
• 4-5+ years of hands-on experience in operations and administrative support, including expense management, travel coordination, purchase order processing, and budget tracking.
• Advanced proficiency with widely recognized business productivity suites (e.g., Microsoft 365), including expert-level skills in Outlook for calendar and email management, Teams for collaboration, Excel for data organization, and PowerPoint for presentations.
• Familiarity with standard internal systems for expense reporting and operational workflows.
• Demonstrated stable career progression, indicating reliability and commitment.

Preferred Qualifications

• Prior experience supporting leadership within large, fast-paced technology environments (2+ years) is highly preferred.
• Exceptional organizational and communication skills, with a proactive approach to problem-solving.
• Ability to manage multiple priorities in a dynamic setting with grace and efficiency.

Client Description: Join a global technology leader driving innovation and empowering people and organizations worldwide to achieve more. Here, you'll collaborate with passionate, diverse teams to create impactful solutions that shape the future. The culture prioritizes growth, inclusion, and purpose-where your ideas are valued, and your work drives real change. Wherever your passion lies and wherever your career is headed you'll play a role in projects that touch billions of lives. With flexible work options and a supportive environment, you'll have the tools to thrive both personally and professionally. Be part of something that truly matters.

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.