Administrative Assistant [AQ-19307]

Aquent; Clark (NJ); On-site; USD 65,000 - 90,000; Full time

Job summary

Aquent is seeking an Administrative Assistant to support four senior leaders across Operational Excellence, Digital Transformation, Communication, and Consumer Experience & Inclusive Innovation. This hands‑on role blends calendar management, travel coordination, and event support with meticulous PO tracking and file organization.

Ideal candidates bring 5+ years of executive‑level support, strong Excel/Outlook/Word skills, and a proactive, professional communication style.

Qualifications

• 5+ years of executive‑level support experience (VP/SVP level).
• Strong proficiency with Excel, Outlook and Word for formatting, lists and travel docs.
• Detail oriented with high accuracy on numbers, PO tracking, and scheduling.
• Proactive attitude; able to jump in wherever needed and coordinate logistics.
• Professional written and verbal communication with internal teams and vendors.

Responsibilities

• Executive Admin Support: manage complex calendars, travel, expenses, and registrations.
• Meeting & Event Prep: set up spaces, equipment, and signage for local and international visitors.
• Catering Coordination: source vendors, place orders, oversee on‑site delivery and cleanup.
• Data & PO Tracking: maintain POs in Excel, update lists, and organize files.
• General Office Support: manage supplies, deliveries, and day‑to‑day office needs.

Skills

Executive support

Excel

Outlook

Word

Attention to detail

Tools

Excel

Outlook

Word

Job description

We’re looking for a sharp, reliable Administrative Assistant to support four of our senior leaders across Operational Excellence, Digital Transformation, Communication, and Consumer Experience & Inclusive Innovation.

This is a true “boots-on-the-ground” role. You’ll be the central point of contact keeping day-to-day operations running cleanly—balancing desk-based admin work with active, hands‑on support for meetings and team events. If you’re someone who takes pride in keeping things organized, catching the small details before they turn into big problems, and creating a smooth working environment for a busy team, this will be a great fit.

What You’ll Be Doing

• Executive Admin Support: Manage complex calendar scheduling, arrange domestic and international travel, process expense reports, and handle visitor and PPE registrations.
• Meeting & Event Prep: Set up physical meeting spaces for local and international visitors—ensuring rooms are ready, equipment is working, and signage is in place.
• Catering Coordination: Handle food and beverage needs from start to finish—sourcing vendors, placing orders, and handling on‑site delivery, setup, and cleanup.
• Data & PO Tracking: Keep financial records up to date by tracking Purchase Orders (POs) in Excel with high accuracy, maintaining team lists, and organizing files.
• General Office Support: Keep office supplies stocked, handle incoming deliveries, and help troubleshoot general office needs as they come up.

What We’re Looking For

• Experience: 5+ years supporting executive-level leadership (VP/SVP level).
• Excel & Tech Skills: Solid proficiency in Excel (sorting data, managing lists, simple formatting) along with Outlook and Word. Quick to pick up new internal software tools.
• Detail‑Oriented & Organized: High accuracy when handling numbers, POs, and travel details. Able to track multiple moving parts without letting things slip through the cracks.
• Helpful, Proactive Attitude: Willing to jump in wherever needed, whether that’s fixing a scheduling conflict or coordinating lunch for a multi‑day meeting.
• Professional Communication: Clear, polished verbal and written communication with internal teams, external vendors, and guests, always maintaining confidentiality.

Client Description

Global beauty company specializing in cosmetics, skincare, haircare, and fragrance. Operates with a strong focus on innovation, sustainability, and diversity, offering workers opportunities to work with leading brands, cutting‑edge research, and a fast‑paced, dynamic environment. The company values creativity, entrepreneurship, and professional growth, making it an exciting place for those passionate about beauty, marketing, science, and digital transformation.