Position: Administrative Coordinator (full-time)
Reports to: Vice President, Client Services
Location: Virtual/Remote
Date Posted: September 2021

Agency Background
Aquarius Sports and Entertainment (www.aquarius-se.com), named a Best Employer in Sports by Front Office Sports in 2019, is a full-service sponsorship and experiential marketing agency which connects brands to properties in the sports and entertainment industries.

Aquarius offers a wide range of core services which are considered both the brains (strategy, consulting, ideation and creative) and the backbones (activation, implementation, execution and measurement) in the areas of sponsorship and experiential marketing. The agency specializes in understanding the business of sports and applies that knowledge to serve corporate clients who invest sponsorship dollars. As an independent agency which puts clients first, the team is accustomed to working effectively and efficiently to deliver best-in-class services. The creative and strategic programs developed by the agency connect brands to consumers’ passions through the power of sports and entertainment

In addition to being named a Best Employer in Sports by Front Office Sports, Aquarius is proud to have been awarded or nominated with the following recognitions:

  • 2018-2021 Chief Marketer “CM 200” – Top 200 Agency
  • 2017 Chief Marketer “Promo Top Shops” – Top 100 Agency
  • 2015 Event Marketer “It List” – Top 100 Agency
  • 2014 finalist for Sports Business Journal’s Sports Business Award in the category of Best Sports Event and Experiential Marketing Agency
  • Named to the 2013 and 2014 Inc. 5000 List, honoring the fastest-growing private companies in the United States
  • 2014 nominee for the Nationals Sports Forum’s Sports Advertising Marketing and Management of the Year (SAMMY) Award for the agency’s work with the all® and Snuggle® brands’ “Laundry Pit Stop” experiential marketing activation
  • 2013 nominee for the Nationals Sports Forum’s SAMMY Award for the agency’s work with Target Corporation’s “Taste of Target” experiential marketing and event activation
  • 2013 nominee for the Nationals Sports Forum’s Sports AdChievement Award for Best in Television for the agency’s work with AAA
  • 2013 winner of the Internet Marketing Association’s Impact Award for the agency’s work with the National Football League

Position Description
Aquarius Sports and Entertainment is seeking an Administrative Coordinator to join the agency to provide day-to-day support for the Leadership and Client Services teams. The Administrative Coordinator will be expected to serve as the “welcoming face” (virtually) of the agency and proactively anticipate and address administrative needs.

Essential Duties and Responsibilities:

  • Administrative
    • Answering main agency phone line
    • 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
  • Coordination
    • Package, coordinate and track shipments
    • Develop and maintain lists and databases (i.e. client list, holiday card list, etc.)
    • Troubleshoot technology issues (i.e. internet and phone outages)
    • Coordinate conference room booking at shared workspace location
    • 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

To apply, please email a cover letter and resume to sengle@aquarius-se.com, and include the title of the position you are applying for in the subject line