Administrative Assistant IV

We're seeking a highly motivated, energetic, and resourceful Administrative Assistant IV to support a Corporate Vice President and a small group of Director-level leaders within a world-class technology organization helping drive the AI revolution. This is a fast-paced, highly visible role where you'll serve as a trusted business partner, managing executive priorities, coordinating complex logistics, and helping leaders operate at their highest level.

This position is ideal for a proactive professional who thrives in dynamic environments, enjoys building relationships across an organization, and takes pride in making things happen. The successful candidate is a confident problem solver who remains calm under pressure, embraces challenges, and consistently delivers exceptional support.

• Support senior leadership within a highly innovative, industry-leading technology organization.
• Become a key member of a collaborative administrative team supporting approximately 900 employees.
• Build relationships across executive leadership, IT, facilities, security, catering, and other critical business functions.
• Work in a role that offers variety, visibility, and the opportunity to make a meaningful impact every day.

This is much more than a traditional administrative role. You'll serve as a strategic partner to executive leadership, helping enable business success through exceptional organization, problem-solving, relationship building, and execution. Every day brings new challenges, opportunities, and interactions with leaders across the organization.

Acara is a premier recruiting and workforce solutions provider-we help companies compete for talent. With a legacy of experience in various industries worldwide, we partner with clients, listen to their needs, and customize visionary talent solutions that drive desired business outcomes. We leverage decades of experience to deliver contingent staffing, direct placement, executive search, and workforce services worldwide.

• Manage complex executive calendars, including coordination across multiple time zones and frequent schedule changes.
• Support bi-weekly travel planning across multiple U.S. regions and coordinate complex domestic and international travel arrangements.
• Schedule and coordinate customer meetings, supplier meetings, executive meetings, corporate events, and team gatherings.
• Prepare meeting logistics including catering, conference room setup, technology readiness, and attendee coordination.
• Manage conference room scheduling and ensure meeting spaces are prepared and functioning properly.
• Prepare and submit executive expense reports and track associated documentation.
• Coordinate restaurant reservations and event arrangements for customer visits and executive engagements.
• Partner with IT, facilities, security, and other support organizations to ensure seamless event and meeting execution.
• Assist with employee meetings, holiday events, and organizational activities.
• Conduct research, compile data, prepare reports, and support special projects and operational initiatives.
• Handle sensitive and confidential information with professionalism and discretion.

• 10+ years of experience providing executive-level administrative support in a fast-paced corporate environment.
• 5+ years of experience supporting Vice President, Corporate Vice President, Executive Director, or equivalent senior leadership roles.
• 5+ years of experience managing complex executive calendars, scheduling priorities, and high-volume meeting coordination.
• 5+ years of experience coordinating domestic and international travel arrangements, itineraries, and expense reporting.
• 5+ years of advanced Microsoft Office experience, including Outlook, Teams, Word, Excel, and PowerPoint.
• 3+ years of experience coordinating executive events, customer meetings, leadership meetings, and corporate functions.
• High School Diploma required.

• Exceptional organizational, communication, relationship-building, and problem-solving skills.
• Experience supporting executives within a…