Administrative Assistant

Are you a highly organized and proactive administrative professional ready to make a significant impact within a leading technology organization? Aquent is partnering with a global innovator at the forefront of AI development to find a talented individual who will play a crucial role in supporting executive leadership and ensuring the seamless operation of a rapidly expanding team.

Join a world-renowned technology company that is shaping the future through groundbreaking advancements in artificial intelligence. This organization is dedicated to fostering innovation, driving progress, and creating solutions that impact millions globally.

As a vital member of the administrative team, you will provide essential support to an executive leader and contribute to the day‑to‑day operational and administrative needs of a large, fast‑growing AI organization.

• Provide comprehensive calendar management for an executive leader, including proactive scheduling, detailed coordination, and preparation, making decisions on shifting business priorities to ensure accurate scheduling and appropriate allocation of time.
• Manage travel arrangements and process all expense reports for the executive leader.
• Partner and cross‑collaborate with administrative teams and various departments across the organization, including HR, Staffing, Finance, and Facilities for space management.
• Manage headcount, track open positions, create requisitions, and onboard new hires, staying up to date with related tools.
• Maintain distribution lists and manage space allocation, anticipating possible compression issues, scheduling individual moves, and assisting with group moves for team members.
• Purchase equipment for new hires and refreshes, track assets, update custodians, cost centers, and manage equipment transfers.
• Review operating budgets and spend, identify potential overages and issues, and partner with Finance to ensure reporting accuracy.
• Act as an interim approver on all team expense reports, ensuring coding accuracy.
• Organize and plan off‑sites and morale events, and cross‑collaborate on team and organizational events, including All‑Hands Meetings and other events as needed.
• Understand the rhythm of the business and development cycles to effectively plan events and meetings, anticipate spend, and provide support based on evolving business needs.

• Minimum of 4 years of demonstrated successful administrative experience in a fast‑paced administrative capacity.
• High‑level calendaring expertise.
• Strong verbal and written communication skills, capable of supporting team members in various locations.
• Detail‑oriented with strong problem‑solving and troubleshooting skills.
• Excellent cross‑team collaboration skills.
• Ability to be flexible and work quickly and efficiently in a fast‑paced environment.
• Ability to react with appropriate urgency to situations and requests.
• Must be able to maintain confidentiality and exercise discretion and judgment at all times.
• Proficiency in Microsoft Outlook, Excel, and Word.
• Ability to lift and move standard office equipment (i.e., computers and peripherals).

Compensation is based on several factors including, but not limited to education, relevant work experience, relevant certifications, and location.

Benefits include subsidized health, vision, and dental plans, paid sick leave, and retirement plans with a match. Free online training through Aquent Gymnasium is also available.

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—where different backgrounds, experiences, and perspectives are valued, and everyone can contribute, grow their careers, and thrive.