Executive Business Administrator

Are you a highly organized, proactive, and dynamic administrative professional ready to make a significant impact? We are seeking an exceptional individual to step into a pivotal role, providing high-level administrative support to senior leadership. In this position, you will be the backbone of operational excellence, directly influencing the efficiency and strategic execution of key initiatives. Your contributions will empower leaders to focus on critical business objectives, driving success across the organization and helping to shape the future of technology. Aquent is proud to partner with this forward-thinking organization, a leading global technology company dedicated to innovation and empowering every person and every organization on the planet to achieve more.

This role is central to ensuring seamless operations and strategic alignment for senior leadership. You will be instrumental in managing complex calendars, overseeing financial processes, coordinating critical events, and streamlining business rhythms, directly contributing to the effectiveness and productivity of the team. As a strategic partner, you will manage comprehensive administrative functions, from intricate scheduling and budget oversight to facilitating critical communications and project coordination. Your expertise will directly enable leaders to operate at their peak, foster a collaborative environment, and ensure that key initiatives are executed flawlessly, ultimately driving the organization's mission forward.

**Key Responsibilities:**

* Provide strategic calendar management and time planning support for senior leaders, aligning schedules with their priorities and commitments.

* Manage discretionary budgets for morale, travel, and training, including ad-hoc reporting.

* Partner with finance teams for expense management, purchase orders, statements of work, expense tracking, and policy compliance.

* Serve as an interim approver for finance approvals and manage vendor/supplier setup for financial processing.

* Understand and help leaders implement rhythm of business, creating and adjusting plans within areas of responsibility.

* Prepare and drive weekly leadership meetings and monthly team huddles.

* Balance multiple projects end-to-end with varying deadlines, ensuring executional and operational excellence.

* Streamline processes, identify improvements, and adjust as needed.

* Supervise general office duties such as ordering supplies, maintaining records, and performing basic bookkeeping.

* Review and approve invoices, reports, memos, letters, financial statements, and other documents.

* Read and analyze incoming communications to determine significance and plan distribution.

* Prepare agendas and make arrangements for committee, board, and other meetings.

* Manage onboarding activities for new hires, vendors, and interns, acting as a key contact for information.

* Manage headcount in collaboration with leadership, including transfers, departures, reporting, and offboarding.

* Own end-to-end event coordination, proactively driving planning and ensuring successful outcomes.

* Engage in post-event close-out, including budget tracking and attendance reporting.

* Build, strengthen, and leverage cross-organizational networks to facilitate team collaboration.

* Gather and distribute information to prepare key stakeholders and their teams.

* Communicate effectively with internal and external partners, exemplifying professionalism, respect, integrity, and accountability.

* Manage travel arrangements and other various administrative tasks.

**Opportunities:**

This role offers significant opportunities for leadership within the administrative discipline, contributing to the organizational culture, and participating in a vibrant support community. You will engage in continuous career development and training, identify growth opportunities, and share best practices, while serving as a role model with executive presence and influencing others. Your meticulous support and proactive management will directly enable senior leaders to operate more effectively, allowing them to focus on strategic growth and innovation. By streamlining operations, managing critical resources, and fostering strong internal relationships, you will be a cornerstone in achieving organizational goals and maintaining a high-performance environment.

**Must-Have Qualifications:**

* Minimum 8-10 years of demonstrated work experience supporting executives in a fast-paced environment.

* Proven ability to collaborate effectively with partner organizations and teams.

* Strong planning, organizational, time management, and problem-solving skills.

* Excellent verbal and written communication, customer service, and interpersonal skills.

* Ability to work independently and manage time effectively.

* Strong ability to keep information organized and confidential.

* Proficiency in event planning.

* Strong leadership and mentoring skills.

* Proficiency with computer applications, including word processing, spreadsheets, and presentation software.

* Ability to react with appropriate urgency to situations and requests.

* Prior experience utilizing internal administrative tools.

* Familiarity with administrative policies and procedures.

* Proficiency with productivity software including email, office suite programs, collaboration platforms, and internal management tools.

* High school diploma or GED required.

**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. More information on our awesome benefits!

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.