Executive Assistant III

Our client is seeking a highly organized, proactive Executive Administrative Assistant to support a group of senior Creative Operations leaders. This person will manage calendars, travel, and event logistics across multiple leaders, adapting fluidly to each one's working style while keeping the team operating smoothly.

Key Responsibilities

• Manage complex, multi-calendar scheduling in iCal/Apple Calendar
• Navigate and resolve conflicting priorities across multiple leaders
• Know when to escalate scheduling conflicts vs. resolve independently
• Coordinate meeting prep - ensure each leader has the right materials, context, and lead time in advance
• Negotiate and secure room bookings and shared resources across leaders and teams
• Coordinate and execute team meetings, offsites, and events, including supply/catering setup and teardown
• Liaise with peer admins on cross-leader scheduling
• Communicate via Slack and email with the leaders supported and peer admins
• Adapt communication style and working approach to fit each leader's individual preferences and pace
• Provide regular visibility into time allocation and priorities across the leaders supported
• Identify inefficiencies in day-to-day workflows and implement improvements to save time across the leaders supported
• Arrange domestic/international travel and process expense reports as needed
• Coordinate badge/security access as needed, along with remote workspace needs across campuses

Qualifications

• 5+ years supporting Sr. Manager-level or higher
• Experience supporting multiple leaders concurrently
• Experience working with / understanding the needs of creative organizations
• Proficiency in Apple Calendar, Apple Mail, Apple Productivity Apps (Numbers, Pages, Keynote), and collaborative tools including Slack, Quip, Webex, Airtable
• Superior organization skills - has an organized approach to time management, and is adaptable to inevitable changes
• Proven ability to navigate and resolve conflicting priorities and adapt to different working/communication styles across leaders
• Works effectively with minimal guidance and supervision, and can independently problem-solve
• Experience planning, coordinating team meetings and events, in person and virtually with distributed teams
• Demonstrated track record of creating or improving administrative processes/systems for greater efficiency
• Strong discretion with confidential information
• Experience collaborating with distributed teams - the role will be primarily working with teams across Cupertino, Culver City, and New York - as well as stakeholders across EMEA and APAC time zones
• Experience with complex travel, expense reporting, and facilities coordination
• Able to work on site Tu-Th as this is a hybrid role
• Able to meet physical requirements, occasional after business hours requests, and/or travel which may be needed for event prep and execution

Education

• Bachelor's degree or equivalent experience

About Aquent Talent:

Aquent Talent connects the best talent in marketing, creative, and design with the world's biggest brands. Our eligible talent get access to amazing benefits like subsidized health, vision, and dental plans, paid sick leave, and retirement plans with a match. 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.

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