Asset Coordinator

Overview

This is an exciting opportunity to partner with Aquent Talent and join a leading global entertainment organization known for its iconic storytelling and innovative experiences. This company is at the forefront of shaping how audiences worldwide engage with captivating content, delivering unparalleled magic and wonder. You’ll be instrumental in supporting their dynamic photo team, ensuring visual assets are meticulously managed and distributed, directly contributing to the success of high-profile publicity campaigns and global outreach. Your keen eye for detail and organizational prowess will be critical in maintaining the integrity and accessibility of a vast library of imagery, making a tangible impact on how stories are shared with the world.

We are seeking a highly organized and detail-oriented professional to join a vibrant publicity team. In this role, you will play a pivotal part in the seamless operation of photo asset management, directly influencing the efficiency and reach of global publicity efforts. You will be the linchpin for the photo team, ensuring that all visual content is processed, cataloged, and delivered with precision, supporting critical press initiatives and enhancing the company’s public image.

Responsibilities:

• Provide essential administrative and organizational support to the photo team.
• Manage invoice processing, vendor relationships, and scheduling for team operations.
• Organize and prepare images for press requests and press blasts, including accurate captioning.
• Coordinate team meetings, including scheduling, room bookings, invitation distribution, and agenda creation.
• Handle office supply orders to ensure continuous team functionality.
• Facilitate the setup of new vendors for various services.
• Process invoices efficiently and accurately.
• Upload visual assets to the dedicated press site and internal photo team archive.
• Deliver images to central archives following established publicity windows.
• Confirm charges for international markets and collaborate with representatives on billing matters.
• Assist project editors with travel arrangements and expense report preparation as needed.
• Maintain and update photo status documents for broader publicity team distribution.
• Generate press request documents for both international and domestic publicists.
• Caption photos for press requests and distribute images to domestic and international press.
• Create links to approved photos for press blast dissemination.
• Package and deliver visual assets to other marketing departments.
• Support event logistics by handling photographer check-ins at high-profile events, creating identification sheets, and assisting with line management.
• Participate in key publicity meetings to gain insights and contribute as required.

Qualifications:

• 1+ years of administrative experience, preferably within the entertainment industry.
• Proficiency in both PC and MAC operating systems, with required experience in Keynote.
• Excellent computer skills, including strong proficiency with Microsoft Outlook, Word, Excel, PowerPoint, Photoshop, and Bridge.
• Familiarity with various photo formats.
• Demonstrated ability to thrive in a highly matrixed organization, managing demands from multiple leaders and sources.
• A proactive approach, with the ability to ask questions, raise concerns, and effectively solve problems.
• Proven experience working under pressure of competing deadlines while maintaining exceptional attention to detail.
• Effective communication skills, both written and verbal.
• Flexibility to accommodate work schedule demands, including availability for night and weekend overtime.
• Extensive experience working with photo formats and Adobe Photoshop.
• Ability to caption and add metadata to images.

About Aquent Talent:

Aquent Talent connects the best talent in marketing, creative, and design with the world’s biggest brands.
Our eligible talent get access to amazing benefits like subsidized health, vision, and dental plans, paid sick leave, and retirement plans with a match. We also offer free online training through Aquent Gymnasium. More information on our awesome benefits!
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.