Creative Production Admin Specialist

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 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,