Executive Business Partner/Admin

Our client is seeking an exceptional Executive Business Partner/Admin to help support a senior leadership team. This is a high-impact, high-visibility role for someone who thrives on keeping large and complex organizations running smoothly. You will be the operational backbone of the executive's office - ensuring every interaction, commitment, and workflow is handled with precision and professionalism. This role is ideal for an experienced, proactive professional who anticipates needs before they arise, handles sensitive matters with discretion, and takes pride in delivering flawless executive support at the highest level.

Key Responsibilities:

Calendar & Schedule Management

• Own and manage a complex, fast-moving executive calendar across multiple time zones, ensuring the right balance of strategic, operational, and personal commitments
• Proactively resolve scheduling conflicts, protect time for deep work and key priorities, and anticipate changes before they become problems
• Coordinate and prepare the executive for all meetings - ensuring they have the right materials, context, and prep time in advance
• Manage scheduling logistics for interviews, leadership reviews, staff meetings, and external engagements
• Ensure the executive has badge access for any security points throughout the day and travel internationally
• Ensure the executive has remote offices available when meetings are scheduled in different campuses or location.

Travel & Logistics

• Plan and manage all domestic and international travel including flights, accommodations, ground transportation, and visa/entry requirements
• Build detailed travel itineraries that anticipate on-the-ground needs and minimize friction
• Manage expense reporting accurately and in a timely manner in accordance with company policies

Executive Communications & Materials

• Serve as a primary point of contact for internal and external stakeholders reaching out to the executive's office - responding with professionalism and appropriate discretion
• Manage and organize executive email and communications workflows as needed Team & Office Operations
• Lead planning and logistics for leadership offsites, all-hands events, team celebrations, and staff meetings - including venue, catering, AV, agendas, and pre-reads
• Track and follow up on action items, commitments, and deliverables on behalf of the executive

Qualifications Required:

• 5-10 years of experience supporting C-suite, VP, or SVP-level executives in a fast paced, high-growth environment
• Exceptional calendar management skills with experience handling complex, multi timezone scheduling
• Strong written communication skills with the ability to draft polished correspondence and materials
• Proven ability to exercise sound judgment, maintain confidentiality, and handle sensitive information with the utmost discretion
• Highly organized with meticulous attention to detail and the ability to juggle competing priorities without dropping the ball
• Proficiency with productivity and collaboration tools (preferably on MacOS, iOS)

Preferred

• Experience supporting executives in technology sector
• Experience managing administrative support across a broader leadership team or org
• Experience coordinating large-scale events and offsites (50+ attendees)

What We're Looking For in a Person

• Someone who operates with a service-first mindset and takes genuine pride in enabling others to do their best work
• A calm, steady presence under pressure who can adapt quickly when plans change
• A master of details who never lets things fall through the cracks
• A trusted partner who builds strong relationships across the org and represents the executive's office with professionalism
• Someone who brings a positive, can-do attitude and tackles every request - big or small - with equal care

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.