As the Human Experience Company, we are a global media agency that believes in the alchemy of people and technology to create experiences people love and actions brands need. It’s in our DNA. We’re powered by the strength of our innovative, driven and, intelligent people who are deeply passionate about achieving best-in-class results on behalf of our clients –some of the world’s leading marketers.

We value you and the work you do. We work hard, but also enjoy scores of perks rooted in our legacy of having one of the strongest agency cultures. Our top-notch health insurance plans and paid time off allow you much-needed time to recharge and achieve the work-life balance you need to bring your absolute best self to work.

The Sr. Associate of Agency Operations supports the Agency Operations Director and Supervisor with processes, systems management, and general operations tasks as delegated. This position will become very familiar with building processes and problem solving for a large, high-profile account. The ideal candidate is someone with an analytic mindset, attention to detail, and great organizational skills.

Specific Responsibilities:

• Assist the Agency Operations Manager with monthly timesheet and missing time reporting
• Assist the Agency Operations Associate Director with miscellaneous operations tasks and projects
• Project manage Agency Ops deliverables on a monthly or ad hoc basis
• Track all incoming and outgoing staff and ensure all staffing list are up to date and QA’d weekly
• Pull and compile data on a monthly as well as on needed basis
• Provide system support and access control for all new hires
• Track and report the success, progress, and areas to improve for the onboarding process

Time and expense code management:

• Maintain and update a centralized Timecode list for the agency
• Distribute current time and expense codes to teams as updates are made
• Email team members to notify them of outstanding timesheets, ensure timesheets are updated and correct timecodes are being used.
• Time and expenses approver updates with Associate Director oversight: Ensure teams are using correct timecode when entering their time and expenses into Roar and that time and expense are routing the correct approver
• Assist the Supervisor with monthly timecode audits
• Work with IT to resolve any time entry discrepancies
• Partner with HR for time code approver changes and requests and follow up as needed

Distribution lists, contact lists and NDA tracking:

• Own, update and maintain all agency Distribution lists
  • Provide monthly report on status and need of all distribution lists to assist the Supervisor in distribution list audits.
• Partner with the Agency Ops Supervisor on Monthly and Ad Hoc as needed updates to the NDA
  • Ensure all team members are covered for any future projects/codes names.
  • Assist Supervisor in monthly communication to internal teams regarding current NDA and code names
• Login Management support for AD Tech
  • Update list monthly and provide to internal team on or around the 7th of each month

New Hires/Transfers:

• Assist the Supervisor and Associate Director in tracking of all new hires to provide a status update each month: Follow up with team leads who are updating new hire details to ensure all appropriate new hire forms have been completed
• Ensure all new hires and transfers have access to required folders on the share drive
  • Track and file all server access requests and form submissions
• Work with team managers to ensure all required tools and systems access are provided
• Track Equipment/Hardware: Ensure employee receives all hardware required and help trouble shoot any technology issues (e.g. setting up VPN)
• Transfer Process/Development: Develop process for Transfer notifications and communication

Other:

• Meeting minutes for all attended meetings
• Work with the Supervisor to develop process decks and ways of working
• Assist the Agency Ops supervisor and Associate Director in module maintenance
• Own organization and folder hierarchy for the Agency Ops team folder and Box folder

Qualifications:

• Minimum of 1 year experience in operations, finance, project management or data analysis, preferably in a media agency or advertising agency
• Bachelor’s degree in marketing/advertising, business administration or finance preferred
• Must be able to manage and meet deadlines effectively
• Flexible and able to adapt to change in a fast paced and constantly changing environment
• Strong ability to multi-task and take on a variety of projects
• Must be pro-active, curious, creative problem solver

Required Skills:

• Strong analytical and people skills
• Advanced MS Office skills (MS Word, Excel, PowerPoint)
• Excellent project management skills
• Excellent organizational skills and attention to detail a must
• Willingness to learn and understand process
• Demonstrated critical thinking and problem-solving abilities
• Positive, solution-oriented attitude
• Able to work successfully with teams and different personalities

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