Administrative Assistant

Overview

Aquent has partnered with a leading in-house creative agency that crafts compelling, impactful content for one of the world’s most beloved global entertainment brands to find a talented professional who will directly inspire magic and shape the future of creative storytelling. In this dynamic role, your administrative, operational, and project coordination expertise will ensure the seamless execution of groundbreaking creative content, making a tangible, lasting impact on highly anticipated global campaigns.

The Opportunity

Step into a fast-paced, highly collaborative creative environment where your organizational prowess keeps major productions moving forward. This essential role facilitates critical meetings, streamlines vendor processes, and orchestrates complex project logistics. By supporting multiple stakeholders and priorities simultaneously, you will empower creative and production teams to bring imaginative ideas to life, ensuring every project achieves its full potential and reaches audiences worldwide.

What You Will Do

• Seamlessly manage complex calendars, schedule critical meetings, and orchestrate team and leadership schedules.
• Oversee administrative documentation, including preparing and processing expense reports and purchase requests.
• Coordinate dynamic team meetings and department events, from agenda creation to distributing follow-up notes.
• Maintain vital departmental records, update distribution lists, and manage organizational charts and resource documentation.
• Act as a central point for vendor documentation across multiple productions, collaborating with sourcing teams to ensure compliance.
• Empower creative and production teams by supporting project setup, scheduling, milestone tracking, and workflow coordination.
• Contribute to flawless production logistics, assisting with shoot schedules, call sheets, and essential documentation.
• Master project oversight, meticulously tracking timelines, approvals, and key deliverables for concurrent assignments.
• Orchestrate critical review sessions, presentations, creative approvals, and stakeholder feedback loops.
• Facilitate smooth vendor relationships, assisting with onboarding, contracts, purchase orders, invoicing, and production administration.
• Support financial operations by assisting with budget tracking, invoice processing, and reconciliation.
• Keep a keen eye on financial health, monitoring spending against approved budgets and maintaining detailed project tracking reports.
• Collaborate with finance and sourcing teams to streamline procurement and vendor management processes.
• Ensure a welcoming start for new team members by coordinating onboarding for new hires, freelancers, and contractors.
• Contribute to operational efficiency by maintaining team calendars, production schedules, and resource planning tools.
• Champion seamless collaboration across diverse teams including creative, production, account management, strategy, and business partners.

What You Bring

• 3+ years of robust administrative, coordinator, project support, or production support experience.
• Strong proficiency in Microsoft Outlook, Teams, Word, Excel, PowerPoint, and various collaboration platforms.
• Exceptional organizational and time-management skills, with a proven ability to juggle multiple priorities.
• Outstanding written and verbal communication abilities that foster clarity and collaboration.
• A demonstrated ability to manage numerous priorities and deadlines effectively in a fast-paced environment.
• High attention to detail, complemented by strong follow-through and proactive problem-solving skills.
• High School degree or equivalent experience.

Bonus Points

• Experience supporting creative, production, marketing, agency, entertainment, or media organizations.
• A 4-year college degree in Communications, Film/Television, or a related field.
• Experience in bidding and sourcing vendors.
• General knowledge of advertising agency workflows, roles, and responsibilities pertaining to marketing content creation and production.
• Strong financial and administrative acumen.