Marketing Assistant/Coordinator III

Aquent; New York (NY); On-site; USD 60,000 - 80,000; Full time

Job summary

Aquent is seeking a Creative Operations Coordinator in New York to support the creative team by ensuring smooth workflows from concept to delivery. You will track POs, budgets, and asset status, and serve as a liaison among Creative, Brand Marketing, Finance, and other partners.

The role emphasizes meticulous organization, proactive communication, and the ability to juggle multiple priorities in a fast-paced environment while maintaining confidential financial information.

Qualifications

• 3–5 years of experience supporting creative teams in coordination, creative operations, or marketing operations roles.
• Strong communication and collaboration skills.
• Detail-oriented with strong follow-through and problem-solving ability.
• Ability to manage multiple priorities in a fast-paced environment.
• Excellent proficiency in Microsoft Office and familiarity with project tracking tools.
• Proven experience maintaining budgets and expense reports.

Responsibilities

• Partner with Creative Leads to track all Purchase Orders (POs).
• Manage and maintain Creative Budget Trackers, spend, and financial reports.
• Lead weekly to monthly interfaces with Finance to discuss budget status, trends, and forecasts.
• Maintain the day-to-day budget tracker and organized records of budget status across active projects.
• Flag discrepancies or potential overages to Creative Leads as needed.
• Maintain and update copy sheets across active projects.
• Support the organization and upkeep of creative briefs.
• Help ensure copy and brief details stay current and accessible to the team.
• Track incoming creative assets from external vendor partners, logging what has been received and what is outstanding.
• Flag missing or delayed assets to Creative Leads to keep production on schedule.
• Track retouching requests and status, ensuring deliverables are progressing and flagging delays.
• Maintain an organized record of asset and retouching status across active projects.
• Act as a communication liaison between Creative, Brand Marketing, Brand Activation, Finance, and other cross-functional partners.
• Coordinate feedback and approvals from stakeholders to keep projects moving forward.
• Help ensure alignment on project timelines, deliverables, and priorities.
• Provide general operational support for the Creative Team.
• Coordinate team supplies, shared creative room upkeep, and equipment needs.
• Assist with logistics such as freight shipments, storage organization, and presentation materials.
• Support ad hoc projects including presentations, sales meetings, and retailer activations.
• Assist with calendar and timeline maintenance.
• Assist with coordinating external vendors for outsourced creative projects when needed.
• Track vendor timelines and deliverables to ensure alignment with project schedules.
• Serve as a point of contact for routine vendor or sourcing-related questions.

Skills

Communication

Collaboration

Detail-oriented

Multitasking

Budget tracking

Time management

Tools

Microsoft Office

Project tracking tools

Job description

A global leader in the beauty and cosmetics industry, our client is dedicated to creating innovative products that inspire self-expression and confidence. With a rich history of iconic brands and a commitment to pioneering trends, they shape the future of beauty worldwide. Joining their team means contributing to a legacy of creativity and excellence, impacting millions of consumers globally.

Step into a pivotal role where your organizational prowess and strategic coordination will directly empower creative visionaries to bring groundbreaking beauty initiatives to life. As a Creative Operations Coordinator, you will be the backbone of our creative team, ensuring every project flows seamlessly from concept to dazzling completion, making a tangible impact on our beloved brands and connecting with audiences around the globe. Your hands-on coordination will be essential in managing workflows, tracking assets, and maintaining crucial financial oversight, directly contributing to the efficiency and success of creative initiatives.

Key Responsibilities

• Partner with Creative Leads to track all Purchase Orders (POs).
• Manage and maintain Creative Budget Trackers, spend, and financial reports.
• Lead weekly to monthly interfaces with Finance to discuss budget status, trends, and forecasts.
• Maintain the day-to-day budget tracker and organized records of budget status across active projects.
• Flag discrepancies or potential overages to Creative Leads as needed.
• Maintain and update copy sheets across active projects.
• Support the organization and upkeep of creative briefs.
• Help ensure copy and brief details stay current and accessible to the team.
• Track incoming creative assets from external vendor partners, logging what has been received and what is outstanding.
• Flag missing or delayed assets to Creative Leads to keep production on schedule.
• Track retouching requests and status, ensuring deliverables are progressing and flagging delays.
• Maintain an organized record of asset and retouching status across active projects.
• Act as a communication liaison between Creative, Brand Marketing, Brand Activation, Finance, and other cross-functional partners.
• Coordinate feedback and approvals from stakeholders to keep projects moving forward.
• Help ensure alignment on project timelines, deliverables, and priorities.
• Provide general operational support for the Creative Team.
• Coordinate team supplies, shared creative room upkeep, and equipment needs.
• Assist with logistics such as freight shipments, storage organization, and presentation materials.
• Support ad hoc projects including presentations, sales meetings, and retailer activations.
• Assist with calendar and timeline maintenance.
• Assist with coordinating external vendors for outsourced creative projects when needed.
• Track vendor timelines and deliverables to ensure alignment with project schedules.
• Serve as a point of contact for routine vendor or sourcing-related questions.

Qualifications

• 3-5 years of experience supporting creative teams in coordination, creative operations, or marketing operations roles.
• Strong communication and collaboration skills.
• Detail-oriented with strong follow-through and problem-solving ability.
• Ability to manage multiple priorities in a fast-paced environment.
• Excellent proficiency in Microsoft Office and familiarity with project tracking tools.
• Proven experience maintaining budgets and expense reports.
• Strong organizational and time management skills.
• Ability to handle sensitive information with a high level of confidentiality and discretion.

Nice-to-Have Qualifications

• Experience working in creative, marketing, retail, or agency environments preferred.

Aquent is an equal-opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, and other legally protected characteristics. We’re about creating an inclusive environment-one where different backgrounds, experiences, and perspectives are valued, and everyone can contribute, grow their careers, and thrive.

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