Administrative Assistant - Studio Operations

Aquent (United States); Cupertino (CA); On-site; USD 55,000 - 75,000; Full time

Job summary

Aquent in Cupertino is seeking an organized Administrative Assistant to support day-to-day operations across four studio locations. The role emphasizes office management, keeping spaces stocked and prepared for meetings, workshops, and design reviews.

You'll work with the lead administrator and other EAs, handle operational tasks, respond to stakeholder requests, and provide backup calendar support when needed, while helping prepare presentations and coordinate logistics.

Qualifications

• At least 5 years of administrative or workplace operations experience.
• Experience supporting office logistics, supplies, shipping, meetings, and events.
• Working proficiency in Keynote and Slack, along with core calendar management skills.
• Strong organizational skills, attention to detail, and reliable follow-through.
• Ability to manage changing priorities and requests from multiple stakeholders.

Responsibilities

• Support daily office and studio operations across four locations.
• Organize supply areas, clear storage spaces, track inventory, and replenish materials.
• Coordinate shipping, receiving, package handling, and distribution.
• Support workshops, meetings, and team events through catering coordination, room preparation, and logistical assistance.
• Assist with scheduling adjustments for design reviews and executive review office hours.
• Provide backup administrative and calendar support during executive assistant absences.
• Prepare and update Keynote presentations, including studio materials and budget decks.
• Communicate clearly and discreetly through Slack, following established practices for threaded conversations and confidential information.
• Follow team workflows, prioritize delegated requests, and keep stakeholders informed of progress.
• Participate in peer shadowing and contractor syncs to learn internal systems and operational guidelines.

Skills

Administrative experience

Office coordination

Calendar management

Attention to detail

Discretion

Stakeholder management

Tools

Keynote

Slack

Apple Calendar

Job description

The Product Design & Marketing team is seeking an organized, adaptable Administrative Assistant to support day-to-day operations across four studio locations. This role has a strong office management focus, helping keep creative workspaces organized, well stocked, and prepared for meetings, workshops, and design reviews. Working closely with the lead administrator and other executive assistants, this person will execute operational tasks and respond to requests from various internal stakeholders. The position does not directly own executive calendars but provides backup coverage when an executive assistant is out of the office.

Key Responsibilities

• Support daily office and studio operations across four locations.
• Organize supply areas, clear storage spaces, track inventory, and replenish materials, including preparing studios before holiday breaks.
• Coordinate shipping, receiving, package handling, and distribution.
• Support workshops, meetings, and team events through catering coordination, room preparation, and logistical assistance.
• Assist with scheduling adjustments for design reviews and executive review office hours.
• Provide backup administrative and calendar support during executive assistant absences.
• Prepare and update Keynote presentations, including studio materials and budget decks.
• Communicate clearly and discreetly through Slack, following established practices for threaded conversations and confidential information.
• Follow team workflows, prioritize delegated requests, and keep stakeholders informed of progress.
• Participate in peer shadowing and contractor syncs to learn internal systems and operational guidelines.

Required Qualifications

• At least 5 years of relevant administrative, office coordination, or workplace operations experience.
• Experience supporting office logistics, supplies, shipping, meetings, and events.
• Working proficiency in Keynote and Slack, along with core calendar management skills.
• Strong organizational skills, attention to detail, and reliable follow-through.
• Ability to manage changing priorities and requests from multiple stakeholders.
• Sound judgment and discretion when handling confidential information.
• Comfort taking direction from the lead administrator, executive assistants, and other internal partners.
• Willingness to handle hands‑on operational tasks in an execution‑focused support role.
• Availability to work onsite Tuesday through Thursday.

Preferred Qualifications

• Familiarity with Apple Calendar/iCal, Slack, and Keynote in a professional environment.
• Experience supporting a design studio, creative team, or office with multiple locations.
• Experience providing backup support to executive assistants.

Ideal Candidate

You enjoy keeping a busy creative environment running smoothly and take pride in completing both routine tasks and time-sensitive requests. You are approachable, proactive, and flexible, with a collaborative mindset and comfort working within established processes. Candidates with senior administrative experience should be equally comfortable receiving direction from other executive assistants and contributing in a dedicated support capacity.