Operations Intern - JHB at TBWA\ South Africa

Yellowwood Job Description

• Job Title Ops InternKey Purpose Support the Ops team/ department in coordinating the operational aspects of projects, ensuring seamless execution and delivery Direct Reporting Relationship Operations Manager

ACCOUNTABILITY KEY PERFORMANCE INDICATOR [KPI] Supporting Ops Manager with Resourcing and Tasking Operational support for the resource and project manager including but not limited to:

• Daily check-ins with all strategists to track progress on Tasks.
• Setting up internal and client-facing meetings
• Tracking whether teams have logged hours on Chase and sending regular reminders to the teams to log hours.
• Assist with putting together and updating a leave plan.
• Pulling monthly report for review ( Hours report) Supporting Project Management
• Resource Summary/Project Deliverables document updated/distributed by COB on Fridays.
• Good notes taking and minutes of the meetings.

Setting up for internal and Client Presentations/Workshops.

• Setting up Project timelines for all projects, updating these on request by Operations Manager and Project Manager.
• Supporting Executive PA Administrative support for Managing Director, Strategy Director and Finance Manager including but not limited to:
• Assist with Diary management.
• Submit Monthly Expense claims.
• Minutes and agendas for meetings
• Arranging company functions (e.g., team buildings, year-end, training, etc)
• Managing travel arrangements
• Logging hours on chase for Exco
• Meals (Breakfast, lunch) for Exco

  Supporting Office Management Check main boardroom and small boardrooms and ensure enough pens, markers and white board is available.

• Check printers, fill up the paper at the printers.
• Check and order stationery.
• Check and order office supplies (Monthly, weekly groceries)
• Responsible to check refreshment and make an order.

Development Build relationships with and between the team to aid efficient communication and collaboration.

• Build relationships with gatekeepers (PA’s, traffic manager, account managers and project managers) of partner agencies.
• To develop skills and knowledge within yourself through on the job development, active participation in the agency and department.
• Create clear development plans for yourself and set out to achieve your goals.
• Successfully complete all training provided by the company.

Requirements

RequirementHave a demonstrated project delivery track recordHigh level of proactivity and attention to detailAn inquisitive and open mind-set – open to ongoing learning, growth & development.Good verbal and written communication skills.Mature, professional and credible individual, with the presence to represent Yellowwood.

Personal Attributes

• Determination, pro-activity: identifying issues with timeframes/resourcing before and during Projects, Co-operative and Empathetic with an ability to work well with others under pressure.
• Agility: classic project management skill of adaptability and ‘moving with the changes’, coming up with new resourcing plans to ‘crash the schedule’ and speeding up timeframes, where warranted.
• Attention to detail: ensuring that all STAKEHOLDERS in a project are kept up to date with changes and aware of the implications of any changes.

Personal Attributes

All employees are expected to embody and demonstrate the Yellowwood Values summarised as Unconventional Wisdom:

Originality:  We collaboratively create fertile ground for new ideas to thrive.

Behaviours:

• In developing the work, we lead from behind, empowering our teams to innovate.
• We intentionally create margin for error.
• We don’t wait to be enabled; we leverage what we have.

Bravery: Celebrating when we say and do the brave thing; for ourselves, for our team and for Yellowwood.

Behaviours:

• Constructively share wins and mistakes.
• Stretch the possible by pushing ourselves and each other.
• Speak your truth respectfully.

Humanity:  We celebrate those who demonstrate genuine compassion for themselves and others, treating mistakes as opportunities to teach and learn.

Behaviours:

• Celebrate what we achieve and how we work actively and continuously.
• Make sure we keep our promises.
• Make sure we always show up for each other.

Ownership: We honour our commitments to each other, our clients and the business.

Behaviours:

• We demonstrate accountability for every piece of work.
• We proactively prepare for every engagement, anticipating what may be required.
• We demonstrate a commercial mindset and a commitment to the results.