Executive Admin

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

Benefits offered by this job

Health plans

Vision plans

Dental plans

Paid sick leave

401k match

Free online training

Job summary

Aquent Talent is seeking an organized administrative professional to support senior teams in a dynamic corporate setting. You will manage calendars, coordinate facilities, handle hardware procurement, travel arrangements, and onsite office duties with discretion.

Responsibilities include planning team events, ensuring smooth operations, and collaborating with other admins to deliver seamless support. The role requires proactive, dependable, and flexible coordination across teams.

Qualifications

• At least 1 year of administrative experience in a fast-paced environment.
• Experience managing projects and events from conception to completion.
• Proven ability to manage complex calendars for multiple executives.
• Detail-oriented, able to prioritize and handle impromptu requests.
• Strong written and verbal communication with tact and discretion.
• Proactive, able to juggle multiple tasks and drive process improvements.
• Highly organized with fast response times and occasional after-hours availability.

Responsibilities

• Provide complex calendar management for multiple senior executives.
• Manage end-to-end internal hardware procurement for local teams.
• Coordinate facilities and ensure spaces run smoothly.
• Book domestic and international travel with accuracy.
• Plan and execute team off-sites and events with creativity.
• Provide onsite office support, stocking supplies and guiding guests.
• Handle assignments autonomously with confidentiality and integrity.
• Collaborate with other admins to coordinate meetings and initiatives.

Skills

Calendar management

Event planning

Executive support

Communication

Time management

Discretion

Organizational skills

Job description

Imagine contributing to a globally recognized leader renowned for innovation and setting industry standards. This pioneering company is shaping the future, and Aquent is partnering with them to find exceptional talent to support their mission. Here, you’ll be part of a dynamic environment where your contributions directly impact the success of groundbreaking initiatives and the efficiency of high-performing teams.

Key Responsibilities

• Provide complex calendar management for multiple senior executives, utilizing your keen problem-solving abilities as challenges arise.
• Manage the full life-cycle of internal hardware procurement, ensuring local teams have the necessary devices to perform their job functions.
• Coordinate and manage facilities, assisting with keeping spaces functioning like a well-oiled machine.
• Book domestic and international travel arrangements with precision and efficiency.
• Plan, manage, and execute both small and large-scale team off-sites and events, bringing a fun and creative approach to team support.
• Provide dedicated onsite office support, including stocking supplies and snacks, and escorting vendors or guests in secure areas as needed.
• Work autonomously on assignments, handling sensitive and confidential information with the utmost integrity and discretion.
• Collaborate closely with other administrators and teams to coordinate meetings and contribute to team events or initiatives.

Qualifications

• Minimum of 1 year of administrative experience in a fast-paced corporate environment.
• Proven experience managing various projects and events from conception to completion.
• Demonstrated experience managing complex calendars commensurate with the role requirements.
• Exceptional ability to maintain consistent attention to detail, prioritize tasks, and independently manage time in an atmosphere with frequent impromptu requests.
• Strong written and verbal communication skills, with the ability to exercise tact, discretion, and initiative to efficiently meet the demands of all groups within the team.
• A forward-thinker who takes initiative, can successfully manage multiple requests and projects simultaneously, possesses strong problem-solving skills, and demonstrates a constant drive for process improvement.
• Highly organized with an exceptional response rate and flexibility to be available outside of business hours on occasion.

This role requires dedicated onsite support to ensure seamless operations for our teams.

About Aquent Talent

Our eligible talent get access to amazing benefits like subsidized health, vision, and dental plans, paid sick leave, and retirement plans with a match. We also offer free online training through Aquent Gymnasium. More information on our awesome benefits!

• subsidized health, vision, and dental plans
• paid sick leave
• retirement plans with a match
• free online training through Aquent Gymnasium

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.

We’re about creating an inclusive environment-one where different backgrounds, experiences, and perspectives are valued, and everyone can contribute, grow their careers, and thrive.