Administrative Assistant [AQ-26457]

Aquent; Kissimmee (FL); On-site; USD 45,000 - 65,000; Full time

Job summary

Aquent partners with a leading in-house creative agency to support one of the world's beloved entertainment brands in delivering globally impactful campaigns. This role blends administrative excellence with production coordination to keep complex projects moving from concept to delivery, ensuring teams stay aligned and schedules stay on track.

You will manage calendars, coordinate meetings, and handle vendor documentation while supporting budget tracking and procurement processes.

Qualifications

• 3+ years of administrative or production support experience.
• Experience coordinating meetings and vendor documentation.
• Strong written and verbal communication in a fast-paced environment.
• Attention to detail with proactive problem-solving.

Responsibilities

• Seamlessly manage complex calendars and schedule critical meetings.
• Coordinate documentation, expense reports, and purchase requests.
• Support vendor onboarding, contracts, POs, invoicing, and production administration.
• Assist with budget tracking, milestone tracking, and procurement workflows.
• Maintain departmental records, distribution lists, and org charts.

Skills

Organizational skills

Time management

Communication

Multitasking

Problem-solving

Education

High School diploma or equivalent

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

Tools

Microsoft Outlook

Microsoft Teams

Microsoft Word

Microsoft Excel

PowerPoint

Job description

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.