Administrative Assistant [AQ-25014]

Aquent; Kissimmee (FL); On-site; USD 48,000 - 64,000; Full time

Job summary

Aquent partners with a leading in-house creative agency focused on entertainment marketing, delivering innovative content for a beloved global brand. The role supports a fast-paced content production team, handling administrative, operational, and project coordination tasks to ensure seamless execution of groundbreaking creative content.

You will manage complex calendars, prepare expense reports, coordinate meetings and events, and maintain records while enabling vendor processes and production

Qualifications

• 3+ years of robust administrative, coordinator, project support, or production support experience.
• Proficiency in Microsoft Outlook, Teams, Word, Excel, and PowerPoint.
• Excellent organizational and time-management abilities with the ability to juggle multiple priorities.
• Strong written and verbal communication skills fostering clarity and collaboration.
• Ability to manage multiple priorities and deadlines in a fast-paced environment.
• High attention to detail with proactive problem-solving skills.

Responsibilities

• Seamlessly manage complex calendars and schedule critical meetings for team and leadership.
• Prepare expense reports and purchase requests; maintain administrative documentation.
• Coordinate team meetings and department events from agenda creation to notes distribution.
• Maintain departmental records, update distribution lists, and manage org charts.
• Serve as central point for vendor documentation across productions with sourcing teams.
• Support project setup, scheduling, milestone tracking, and workflow coordination.
• Assist with shoot schedules, call sheets, and essential production documentation.
• Oversee timelines, approvals, and deliverables across concurrent assignments.
• Coordinate review sessions, creative approvals, and stakeholder feedback loops.
• Facilitate vendor onboarding, contracts, POs, invoicing, and production administration.
• Assist with budget tracking, invoice processing, and reconciliation; monitor spending against budgets.
• Collaborate with finance and sourcing to streamline procurement and vendor management.
• Coordinate onboarding for new hires, freelancers, and contractors.
• Maintain team calendars, production schedules, and resource planning tools.
• Champion collaboration across creative, production, account management, strategy, and partners.

Education

High school diploma or equivalent

4-year degree in Communications/Film/Television or related field

Tools

Outlook

Teams

Word

Excel

PowerPoint

Collaboration platforms

Job description

Aquent partners with a leading in-house creative agency that crafts compelling and impactful content for one of the most beloved global entertainment brands. This dynamic team thrives on pushing the boundaries of entertainment marketing, consistently creating innovative and never-before-seen experiences. As a partner with Aquent, you will contribute to an environment where your efforts directly inspire magic and shape the future of creative storytelling.

Are you 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. You will provide essential administrative, operational, and project coordination support, directly contributing to the seamless execution of groundbreaking creative content. You will be instrumental in managing complex schedules, facilitating critical meetings, streamlining vendor processes, and orchestrating project logistics. Your ability to support multiple stakeholders and priorities simultaneously will be crucial in bringing imaginative ideas to life, ensuring every project achieves its full potential.

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.

Your Expertise

• 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 If You Have

• 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.