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Administrative Coordinator
3 months ago
Job Title: Administrative Coordinator
Client Location: HYBRID Burbank, CA
Starting: 05/28/2024
Salary/Pay Rate: $32-36 per hour
Firm, non-negotiable: Yes
Hours: Full-time
Duration: 24 months
Job Description:
Aquent's leading entertainment client is seeking a new Administrative Coordinator to join their growing Burbank, CA. This will be a long term assignment and is Hybrid on-site. If the below description feels like a good fit, APPLY TODAY
Responsibilities:
● Plan, organize and manage events such as company's Innovation Partner Day with internal and external partners. Including but not limited to: securing event space, vendors, sending executive-level invites and monitoring RSVPs, communication with event guests, research, updating distribution lists, collecting copy, and overseeing approvals for all event graphics, etc.
● Collaborate with peer teams to ensure seamless execution of events, including logistics, speaker coordination, content development, and attendee experience.
● First point of contact for all company's-related events productions.
● Management of budget for annual events.
Team Coordination:
1. Provide comprehensive coordination and administrative services for the company's team, which is comprised of a physical lab as well as a set of related innovation project workstreams:
a. Manage and coordinate internal meetings, and external meetings with key stakeholders such as Studio Executives and Innovation Partners, with efficiency and tact, where required by company's leads.
b. Create agenda and take notes for weekly company's meetings, capturing team feedback, and monitoring action items and completion of tasks.
c. Help manage meeting organization and coordination of cadence of Partner Meetings with the Business Development team.
2. Organize and execute purchasing via Disney's internal PO and expense system, encompassing new hardware, lab supplies, and craft service, including accurate and timely tracking of all ETAs for deliveries and maining ongoing expenses and budget for recurring items.
a. Timely and efficient ordering of equipment/software related to all company's initiatives.
3. Manage company's email account, interfacing with all levels of the company with an 4 hour or less response time expectation, and zero unanswered emails at the end of each business day, escalating any issues or questions to the Snr Manager, Portfolio & Spaces as necessary.
4. Manage calendaring, including interfacing with high-level executives and working with Snr Manager, Portfolio & Spaces for any competing priorities, and gauging co-utilization of the site as well as communicate the daily schedule to the team to ensure all appointments are appropriately staffed.
5. Manage team travel, and travel-related documentation and cataloging.
Basic Qualifications:
Keynote, Airtable, Excel, Google Workspace, MS-Office, Adobe or photoshop
Manage company's email account
Manage calendaring
Manage team travel
Organize and execute purchasing
Create agenda
Required Education:
Bachelors or Equiv Work Exp
The target hiring compensation range for this role is the equivalent of $32.40 to $36 an hour. Compensation is based on several factors including, but not limited to education, relevant work experience, relevant certifications, and location.
Additional benefits offered may include; medical health insurance and dental insurance, life insurance, and eligibility to participate in 401k plan with company match.
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.
Client Description:
This legendary company has entertained, informed and inspired people around the globe for over 90 years. Named one of Forbes top companies to work for year over year, this is where dreams really do come true.
Whether you're looking to create, support business growth and development, work behind-the-scenes on your favorite TV shows or upcoming movies, or anything in-between, this is your opportunity to start the next chapter of your career story and help create the exhilarating experiences this company is known for worldwide.
Why work with AQUENT? Check out 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.
