Senior Associate, Agency Operations

Company Description

At Publicis Collective, it is both our model and culture to establish fully integrated cross-discipline teams that put our clients wholly at the center and enable us to provide best-in-class services in a fluid and modular way. Publicis Collective uses living data to create brand movements at the speed of people's lives. We move faster, create movements, and deploy real time data that connects world class creative to content and media in service of growth and ROI.

As part of Publicis Media, our leadership is defined by experience, commitment, and continuity across our vast network. Helming our agencies and teams are some of the most seasoned experts in the industry, committed to doing the best for our people and our clients every day, and bound together by our inclusive and humane culture. No matter whether we're recruiting new talent or devising new media campaigns for our clients, we put the humanity and identity of real people at the forefront of everything we do. And our peerless history of continuous learning and innovation means we never stand pat.

Publicis Media is the #1 media network in North America, made of a family of world-class media agencies, solutions, and talent. Together, we comprise more than 23,000 people in more than 60 countries, united to serve the world's best-known and most successful brands.

Job Description

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

Additional Information

#LI-Hybrid

REQ # 24-7793