Reports to: Vice President, Client Services
Location: Gaithersburg, MD

Agency Background

Aquarius Sports and Entertainment, a 2020 Chief Marketer “CM 200” honoree as a Top 200 Agency and a 2019 Front Office Sports Best Employer in Sports recipient, is a full-service sponsorship and experiential marketing agency which connects brands to properties in the sports and entertainment industries.

Position Description 

Aquarius Sports and Entertainment is seeking an Administrative Assistant to join the agency to provide day-to-day support for the Leadership and Client Services teams. The Administrative Assistant will be expected to serve as the welcoming face of the agency and proactively anticipate and address administrative and office management needs.

Essential Duties and Responsibilities: 

Administrative

  • Serve as the initial face of the agency; welcoming all guests, answering phones and accepting deliveries
  • Manage administrative projects/tasks for Aquarius’ Leadership Team, including but not limited to:
        • Coordinating calendars and keeping team informed of planned meetings and changes
        • Communicating with other administrative assistants and team members to schedule and manage logistics of meetings
        • Researching and efficiently booking all travel (flight, hotel, rental car, etc.)
        • Preparing internal documents, such as event calendars, travel calendars, staff meeting agendas, memos, etc.
        • Anticipating executive leadership’s needs and addressing them proactively
        • Compiling binders, reports and files

Office Management

        • Manage office supply inventory and ordering
        • Package, coordinate and track shipments
        • Develop and maintain lists and databases (i.e. client list, holiday card list, etc.)
        • Troubleshoot office issues (i.e. internet and phone outages)
        • Coordinate conference room booking
        • Serve as the liaison to the building’s property manager and communicate agency needs accordingly
        • Monitor subscriptions and contracts;  track of expiration and renewal dates

Client Services

        • Support the Client Services team with administrative projects and tasks as requested
        • Research and efficiently book all activation/event related travel
        • Participate in brainstorm sessions

Knowledge/Skills/Abilities:

      • Discretion and maturity; this person will be privy to confidential information
      • Organization skills
      • Attention to detail
      • Communications skills (verbal and written)
      • Functional/technical skills (computer literacy, research)
      • Ability to take direction from numerous people
      • Action-oriented
      • Positive attitude

Education and/or Experience Required:

      • College graduate
      • Experience in marketing, advertising or PR (or another fast-paced environment) preferred

Direct all resumes to sberson@aquarius-se.com with “Application – Admin. Asst.” in the subject line