Administrative Assistant

Aquent (United States); Celebration (FL); On-site; USD 42,000 - 64,000; Full time

Job summary

Aquent partners with a leading in-house creative agency to drive entertainment marketing and compelling content for a global brand. The role focuses on administrative and project coordination, supporting schedules, budgets, vendor management, and cross-functional collaboration to keep multiple productions running smoothly.

As a pivotal member of the global content production team, you will handle calendars, meetings, expense reports, and onboarding while coordinating with creative, production,

Qualifications

• 3+ years of administrative, coordinator, project support, or production support experience.
• Strong proficiency in Microsoft Outlook, Teams, Word, Excel, PowerPoint, and collaboration platforms.
• Exceptional organizational and time-management skills.
• Strong written and verbal communication abilities.
• Ability to manage multiple priorities and deadlines in a fast-paced environment.
• High attention to detail with strong follow-through and problem-solving skills.
• High School degree or equivalent experience.

Responsibilities

• Manage calendars, schedule meetings, and coordinate complex team and leadership schedules.
• Prepare and process expense reports, purchase requests, and other administrative documentation.
• Organize team meetings and department events, including agendas, meeting materials, and follow-up notes.
• Maintain department records, distribution lists, organizational charts, and resource documentation.
• Track and manage vendor documentation for multiple productions, working closely with sourcing teams to ensure compliance.
• Support creative and production teams with project setup, scheduling, milestone tracking, and workflow coordination.
• Assist with production logistics, including shoot schedules, call sheets, and production documentation.
• Track project timelines, approvals, and key deliverables across multiple concurrent assignments.
• Coordinate reviews, presentations, creative approvals, and stakeholder feedback sessions.
• Support vendor onboarding, contracts, purchase orders, invoicing, and production-related administrative processes.
• Assist with budget tracking, invoice processing, and financial reconciliation activities.
• Monitor spending against approved budgets and maintain project tracking reports.
• Support procurement and vendor management processes in partnership with finance and sourcing teams.
• Coordinate onboarding activities for new hires, freelancers, and contractors.
• Help maintain team calendars, production schedules, and resource planning tools.
• Facilitate collaboration across creative, production, account management, strategy, and business partner teams.

Skills

Organizational skills

Time management

Communication skills

Multitasking

Attention to detail

Education

Bachelor's degree in Communications/Film/Television or related field

High School diploma or equivalent

Tools

Microsoft Outlook

Microsoft Teams

Microsoft Word

Microsoft Excel

PowerPoint

Job description

Aquent is partnering with a leading in-house creative agency dedicated to crafting compelling and impactful content for one of the most beloved brands globally. This team thrives on pushing the boundaries of entertainment marketing, consistently creating innovative and never-before-seen experiences. Join a dynamic environment where your contributions directly inspire magic and shape the future of creative storytelling.

Are you a highly organized, proactive, and motivated individual ready to make a significant impact in a fast-paced creative environment? This pivotal role offers you the chance to be a key partner within a global content production team, providing essential administrative, operational, and project coordination support. You will be instrumental in managing complex schedules, facilitating critical meetings, streamlining vendor processes, and orchestrating project logistics, directly contributing to the seamless execution of groundbreaking creative content. Your ability to support multiple stakeholders and priorities simultaneously will be crucial in bringing imaginative ideas to life.

What You Will Do

• Manage calendars, schedule meetings, and coordinate complex team and leadership schedules.
• Prepare and process expense reports, purchase requests, and other administrative documentation.
• Organize team meetings and department events, including agendas, meeting materials, and follow-up notes.
• Maintain department records, distribution lists, organizational charts, and resource documentation.
• Track and manage vendor documentation for multiple productions, working closely with sourcing teams to ensure compliance.
• Support creative and production teams with project setup, scheduling, milestone tracking, and workflow coordination.
• Assist with production logistics, including shoot schedules, call sheets, and production documentation.
• Track project timelines, approvals, and key deliverables across multiple concurrent assignments.
• Coordinate reviews, presentations, creative approvals, and stakeholder feedback sessions.
• Support vendor onboarding, contracts, purchase orders, invoicing, and production-related administrative processes.
• Assist with budget tracking, invoice processing, and financial reconciliation activities.
• Monitor spending against approved budgets and maintain project tracking reports.
• Support procurement and vendor management processes in partnership with finance and sourcing teams.
• Coordinate onboarding activities for new hires, freelancers, and contractors.
• Help maintain team calendars, production schedules, and resource planning tools.
• Facilitate collaboration across creative, production, account management, strategy, and business partner teams.

Required Qualifications

• 3+ years of administrative, coordinator, project support, or production support experience.
• Strong proficiency in Microsoft Outlook, Teams, Word, Excel, PowerPoint, and collaboration platforms.
• Exceptional organizational and time-management skills.
• Strong written and verbal communication abilities.
• Ability to manage multiple priorities and deadlines in a fast-paced environment.
• High attention to detail with strong follow-through and problem-solving skills.
• High School degree or equivalent experience.

Preferred Qualifications

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