Personal Assistant, client service support and traffic assistant at Publicis Groupe

• We are looking for someone with excellent interpersonal skills and that can work along-side account management, creative, production and strategy to ensure people and projects are well resourced and delivered, while keeping the business, the people and client priorities top of mind. The role requires admin, accuracy, and strong attention to detail; you will be well-organized and unflappable.
• You should be someone who views marketing and advertising as a career and not a job. You are passionate and curious about digital, brand building, strategy, and memorable campaigns; and want to live and breathe in advertising.
• The Traffic & Brand Team Co-Ordinator will be reporting to Client Lead and forms part of the Account Management eco-system, servicing a key client.

The Brand Team Assistant will be responsible for:

• The day-to-day delivery briefs for the client; from receiving briefs, managing timings, delivering final artwork, and managing reporting and completing the administrative and financial tasks associated with the briefs.
• Supporting the Account Management and Operations & Traffic Manager team with daily administrative tasks to improve the efficiency and effectiveness of the account.

Personal Profile:

The successful candidate will be passionate about the advertising and communications industry, highly motivated with excellent communication and problem-solving skills. The following attributes are also essential:

• Highly organised
• Multi-tasker
• Easily self-manage
• Working independently and collaboratively with key team members
• Thrive in an ever-changing environment
• A keen eye for detail and a drive for perfection
• Deadline awareness and ability to handle all kinds of pressure
• Taking initiative and ownership of your projects, never be a paper-pusher!
• Pro-actively solving problems
• An acute sense of responsibility and accountability
• Cool, calm and optimistic
• Enjoying the thrill of a challenge
• Motivated by a desire to add value to your clients’ business
• A sense of humour
• Celebrate the small stuff
• Solution orientated
• Curious
• Comfortable in a high performance, fast-paced environment
• Open and active team player
• Trustworthy

Qualifications

• Marketing / Advertising / Communication qualification essential
• Advertising agency experience (Digital, ATL and BTL) with an understanding of advertising and the creative process.
• Digital experience is preferred
• Experience on Chase is essential
• Excellent use of MS Office
• Financial & budget management understanding is important
• A relentless focus on attention to detail and consistency
• An ability to take ownership and work in an autonomous manner
• Strong communication skills with the ability to manage key stakeholders
• A can-do attitude and a willingness to go the extra mile, including work after-hours as needed.

Specific Responsibilities:

• Be consistently responsive and accessible to your client and team.
• Have excellent self-management, with thorough to-do lists and personal organization which supports your ability to be efficient and effective in your job.
• Have an excellent relationship with clients, internal team members and agency partners, ensuring they can rely on you, that you proactively update them on the campaign requirements and support them in delivering their or the agency’s requirements.
• Attend internal, agency partner and client meetings, always being prepared and noting down actions.
• Ensure that the right people have been included in client meetings to support the outcome of the meeting and that everyone is prepared and aligned.
• Ensure that all meetings have thorough agendas, driving a productive outcome.
• Know the status of each job in the system at all times.
• Manage tight deadlines while adhering to processes.
• Utilize Chase for all strategy, creative, social and production briefs and debriefs, ensuring that there is an accurate paper trail of all agency activity
• Have an excellent understanding of social media platforms, media formats and specifications, ensuring that briefs are accurate and in line with social best practice principles.
• Proactively upskill yourself on any changes in the digital/social media landscape and sharing these changes with the broader Account Management team.
• Understand what jobs are in scope and out-of-scope and ensure costs are raised and approved by your line manager prior sharing with client.
• Assist in scheduling and trafficking work into the creative studio, social media, strategy and content marketing departments from small tasks to large workflows across Digital, BTL and ATL.
• Facilitate creative workflow planning with client leads and department heads.
• Plan and find solutions and lead capacity planning with the rest of the traffic team.
• Management of freelancers.

Support the broader Client Leads and Account Management team with administrative tasks which may include:

• Setting up meetings, booking boardrooms, arranging parking, WIFI, travel and catering requirements for meetings.
• Saving and compiling final artwork on the server / Lionbox / client DAM’s.
• Job Closures, Summary Recons, Billing Instructions.
• Update campaign decks.
• Complete timesheets accurately and timeously in line with company policy.