Account Manager Assistant

3 weeks ago

Cape Town, Western Cape, South Africa Talented Recruitment Full time
Key Responsibilities
  • Administrative Support: Assist the Account Manager with all administrative duties, including scheduling meetings, organizing presentations, and managing client documents.
  • Client Communication: Serve as a secondary point of contact for clients, addressing routine inquiries and relaying them to the Account Manager or creative teams in a timely manner.
  • Clarification and Alignment: Take initiative to ensure clarity between various stakeholders, if a concern arises, arrange an alignment workshop internally with the team or with the client if necessary, especially on bigger or seasonal campaigns.
  • Remote Team Collaboration: Effectively brief and manage communications and coordination between remote teams and external suppliers to ensure clarity regarding deliverables.
  • Supplier Management: Liaise with suppliers on all production-related activities, set up briefing meetings with the team and suppliers, follow up on any work in progress, ensure work is aligned to the brief, review work done, and follow up on billing to the client.
  • Project Coordination: Help manage timelines, track deliverables, and ensure all deadlines are met. Maintain records of progress for both in-office and remote teams.
  • Shoots Assistance: Assist with creating shoot cost estimates, arrange any details or requirements with clients, attend and assist on shoots.
  • Task Management: Help the Account Manager keep track of tasks across different projects, ensuring that each item is completed within the set timeline.
  • Time Management: Keep track of hours spent vs. CE and flagging with the trafficking/account manager if this is being exceeded.
  • Status Reports: Draft and maintain weekly status reports for clients, keeping them updated on project progress.
  • Managing Reverts: Review client feedback when required, brief the studio & external parties, and ensure that the correct updates are delivered to the client within the given deadline.
  • Ensure Accuracy: Check all work before it is sent to the client to guarantee 100% accuracy.
  • Confirm Sign-off: Ensure the creative director signs off on creative before sharing any artwork with the Account Manager, or the client themselves. Ensure sign-off from both the internal team and client in writing before sending ads to stations/printers etc.
  • Project Costings: Put together the cost estimate using internal resources or external suppliers and the production manager.
  • Budget Assistance: Support the Account Manager in managing budgets by tracking expenses and invoices, ensuring financial documentation is accurate.
  • Documentation and Filing: Maintain accurate client records, project documentation, and contracts in line with company standards.
Requirements
  • Bachelor's Degree: Bachelors degree in Marketing, Communications, Business, or a related field.
  • Strong Interest: Strong interest in marketing, advertising, and client services.
  • Proactive: Proactive, with a willingness to learn and develop in a fast-paced and remote work environment.
  • Organizational Skills: Highly organized and able to manage multiple tasks, priorities, and deadlines.
  • Attention to Detail: Ensure accuracy in all documentation, reports, and client communications.
  • Communication: Strong verbal and written communication skills to effectively liaise remotely with both internal teams and clients.
  • Team Collaboration: Ability to work well with diverse teams and manage expectations effectively.
  • Problem Solving: Proactively identifies potential issues and seeks ways to resolve them or improve processes.
  • Time Management: Ability to handle multiple tasks under pressure and meet deadlines.
  • Tech Savvy: Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and project management tools.
  • Client-Focused: Eager to understand client needs and contribute to delivering exceptional client service.

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