Creative Administrative Coordinator

New York, NY
Job Terms:
Start date:
posted by:
Jennifer Torrens

Job Description:

Large Media and Entertainment client in Manhattan is seeking a Creative Administrative Coordinator to join their team. This department is seeking candidates with a creative background that are looking for an intro into the entertainment industry. This is a fast paced, innovative group. This is a 3-month temporary role with the possibility of extending or converting to a perm role. ​

Primary Admin support to SVP of Marketing and SVP of Business Development:

  • Heavy calendar management: ability to stay on top of ever changing calendars and coordinate last minute, urgent meetings amongst executive teams operating across multiple time zones 
  • Coordinate meeting space, conference calls, or video conferences (ensure the technology functions properly) 
  • Ensure executives are running on time when in back to back meetings, send prompts to wrap up when needed, and if late, notify the next meeting 
  • Provide office support such as photocopying, scanning and tracking documents, and ordering office supplies 
  • Provide general office management support including the maintenance of supplies and handling of IT and office services related matters 
  • Notify facility teams of issues occurring in the office 
  • On-board new employees: request seating, IT access, acquisition of appropriate equipment, providing general team and systems orientation, establishment of remote access and all other necessary functionality requirements 

Planning, coordination of travel and events: 

  • Manage the booking and coordination of domestic and international business travel, including trip logistics and itinerary, meeting coordination, registering for conferences 
  • Business entertainment planning, i.e. researching/planning meals/meeting spaces out of town, making reservations 
  • Process expense reports in a timely manner Provide support to Marketing and Business Development teams 
  • Manage invoicing for both departments, working with vendors as well as A/P and Finance as needed, tracking invoices until payment 
  • Function as a Casual Buyer procuring any catering needs or other such procurement needs for the departments 
  • Assist team with meeting coordination and conference room booking as needed Assist with special projects and events as needed 
  • Participate in administrative team meetings and activities, provide backup to other assistants as needed, contribute to common administrative duties 
  • Plan team celebrations as needed 


  • Strong interpersonal and communication skills; ability to develop rapport with fellow executive assistants 
  • Self-starter who acts with a sense of urgency and intuitive ability to anticipate needs; treat every task for the executives as urgent as this is key to success within fast paced, tech environment 
  • Must be resourceful and comfortable independently navigating the unknown 
  • Solid organizational skills required as this role acts as the support/go-to resource for everything from HR to office management questions from the team 
  • Flexibility and willingness to adapt to changing priorities 
  • Must possess professionalism and discretion with confidential information 
  • Minimum of 2-4 years using Microsoft Office components (Outlook, Word, PowerPoint and Excel) 
  • Comfortable using business management software, i.e. SAP and Concur 

Basic Qualifications 

  • Minimum of 1-3 years using Microsoft Office components (Outlook, Word, PowerPoint and Excel)
  • Heavy calendar management
  • Comfortable using SAP and Concur
  • Solid organizational skills required
  • Must possess professionalism and discretion with confidential information.
  • NOTE: this role may require some overtime. 

Client Description:

Why Aquent?

  • Highly competitive salaries: commensurate with experience
  • Insurance: Excellent medical benefits with premiums largely subsidized by Aquent
  • 401k Plan
  • Perks & Discounts at leading major retailers