Project Coordinator

Overview

Aquent Studios is looking for a Project Coordinator to support our well-known tech client. You’ll be in tasked with project management, including budget and finance tracking across our marketing communications projects, deliverables, and deadlines. This role is the operational backbone for the team, keeping projects on time, on budget, and on brand, especially during high-volume seasons like major events. The Coordinator also serves as a go-to for building, updating, and templating polished presentation decks while ideally using AI tools to work efficiently.

REQUIRED SKILLS

• Project management – Manage multiple MarComms projects and deliverables across a highly matrixed org; track budgets, due dates, and status; keep the creative/content process moving on time, on budget, and on brand, particularly during peak event seasons; event and content metrics tracking and reporting.
• Budget & finance support – Track project and program budgets and deadlines, monitor spend against plan, and flag risks proactively.
• Creative agency support: Serve as the primary point of contact for third party creative agencies. 
• Presentation design – Build, update, and maintain templated presentation decks (PowerPoint/Google Slides) to a high visual standard, with the ability to turn around quick revisions under tight deadlines.
• AI fluency – Comfortable using AI tools to speed up deck and content creation, status tracking, and other recurring work.
• Comms amplification – Support the internal and external socialization of content and events. 
• Systems management – Support in driving team systems, intaking and escalating project requests, and workflow automation and efficiency. 
• Clear communication – Strong interpersonal skills; able to manage stakeholder expectations across a busy, cross-functional team.
• Problem-solving – Able to negotiate deadlines, manage conflict, and make resource trade-offs in a fast-moving environment.
• Artistic sensibility – Understands creative standards and brand voice; can flag questionable materials for review.
• Technical proficiency – Strong in Google Workspace and Slack.

RESPONSIBILITIES

• Create and monitor project schedules/calendars and ensure deadlines are met, especially during high-volume event periods.
• Own day-to-day tracking of MarComms project and event budgets; monitor spend and flag risks to the team.
• Build, update, and template presentation decks for team and leadership use, leveraging AI tools where possible to increase speed and consistency.
• Track and communicate project status across internal and cross-functional stakeholders.
• Set up meetings/calls, take notes, and follow up on action items and decisions.
• Organize, attend, and participate in stakeholder meetings.
• Provide general administrative support to the MarComms team (Asset library, workflow, and file management, documentation, etc.).
• Work with team leads to assign projects, communicate progress, and manage project budgets.
• 3+ years of experience in a related field (marketing, communications, project coordination, or agency environment).

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