Skills & Qualities

Overall

The Assistant Account Executive supports other Account team members in managing and coordinating all day-to-day operations of the clients’ marketing campaigns. The AAE is the glue that holds the team together by ensuring all account management fundamentals are flawlessly buttoned up, so that the account can function as seamlessly as possible across all core projects and tasks.

Key Qualities

·         Professionalism

·         Positive, can-do attitude throughout all tasks big and small

·         Proactive and inquisitive demeanor

·         Organized, detail-oriented, and thorough

·         Ability to juggle multiple projects simultaneously

·         Understands how to prioritize tasks across multiple projects

·         Meeting preparedness and ability to troubleshoot issues effectively

·         Eager to learn & take on new responsibilities; looks for opportunities to support team and business wherever possible

·         Proactively seeks solutions to problems, but knows when to ask for help/guidance

Team Relationship & Management

·         Proactively Manages UP and ACROSS teams (over-communication is much preferred than not communicating at all!)

o    Note this includes being able to say no at certain times, while partnering with AE(s) to prioritize workload by importance/urgency across projects

·         Builds trust and respect from external team members (e.g., other internal departments, partner agencies, clients)

General Responsibilities

·         Budgets/Finance

Ensure all documents are in order and are kept up to date, accurate, and thoroughly detailed. Ensures this is done consistently, week by week, as changes happen in real time, whenever reconciliation or new budget requests arise. This will help with both accuracy and time management.

o    Working closely with AE(s) to keep budgets updated

o    Main point of contact for all business managers, talent managers, production managers to ensure all Agency/Brand process is abided by in a timely fashion

o    Ensures all scope changes are entered into AdCosts, signed/approved by the Brand in a timely manner, and are accounted for on latest IBS

o    Owns all RFIPs and Job # Request forms, to flawless accuracy, to ensure other internal departments continue partner closely  account team

o    Manages monthly IBS reconciliation process with finance and works closely with AEs to ensure Brand team is kept up to date on latest FY spends

Drives the Talent and Trafficking process to track all Holding Fees, talent terms / expiration dates, upcoming costs, etc. Make sure talent estimates are always kept accurate according to latest media weights (for North America), and monitors actuals/accrued costs, vs. planned spends, on a regular/as-needed basis.

 Meeting Management

The AAE should always be the most prepared person in a meeting, complete with printed copies, all call-in information, any & all technical equipment and any reference materials needed for the meeting

o    Accountable for majority of internal and client invites, including clear subject lines, intents/agenda, up-to-date dial-in’s and WebEx links, flawless attendees, and no typos

o    Proactively manages internal & client calendars with appropriate parties well ahead of upcoming meeting time needs to ensure all parties are secured for any given meeting

o    Quickly communicates any conflicts/challenges/new attendees to AE(s) to ensure all internal parties are up to date before meetings start

o    (Global Only) Partners with AE(s) and AS(s) to confirm Standing Time agendas and attendees, ideally 48 hours ahead of holds

·         Status:

o    Compiles all statues internal and external, proactively checking in with AE to ensure details are up to date

o    Lead statuses, when possible

·         Trafficking (NA)
Manages TV, print, and digital trafficking process including trafficking forms, asset hand off, substantiation documents, network clearance, closed captioning and legal reviews.

·         (Global Only) Global Deployments
Partners with AE to ensure all materials are uploaded to appropriate channels by or before agreed-upon deployment dates. This includes organizational aspect (consistent naming conventions for all assets, preparing necessary deployment documentations) and keeping record of start dates across the markets (partnering with Global Operations frequently), and managing regional/local market requests with AE oversight.

·         Servers (LionBox, BrandStore)

Owner of the asset management systems in order to be the go-to person for any request from the client or the team

o    Ensures server is always up to date, orderly and automatically saving down all files (from creative briefs, brand presentations, recaps, internal debriefs, etc.)

o    Ability to quickly navigate and share latest documents, regardless of project, with team member in need

o    Knows brand assets in and out – what agency already has vs. not, and who to reach out to from the Brand in order to receive needed materials in a timely manner (e.g., brush renders, packaging files, etc.)

Understanding The Brand’s Business

·         Well-versed with Always historical & current toolkits/work (Global and/or NA)
Proactively understands the brand’s historical work, in order to provide helpful perspective & insights based on past campaigns quickly, in times of need.

·         Become competitive activity expert (Global and/or NA)

o    Engages AE(s) proactively as competitive alerts come through on weekly basis, learning to escalate urgent competitive activity proactively and understanding competitive movement that is less actionable.

o    Crafts internal competitive alerts and be able to speak to what competitors are currently messaging (including across regions) to broadly speak to what competitive activity on an as-needed basis.

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All your information will be kept confidential according to EEO guidelines.