Brand Team Assistant

Ogilvy South Africa; Johannesburg; On-site; ZAR 50,000 - 200,000; Full time

Job summary

A leading advertising agency in Johannesburg is seeking a Brand Administrator responsible for the day-to-day brand management. This role requires exceptional communication and organizational skills, along with a thorough understanding of agency systems. The ideal candidate will support the team to ensure tasks are completed on time and within budget, contributing to the success of client projects.

Qualifications

• Excellent communication skills required.
• Team player with potential leadership qualities.
• Strong service orientation and creativity.

Responsibilities

• Oversee effective brand administration.
• Ensure timely distribution of promotional material.
• Maintain accurate financial management and production tracking.

Skills

Communication skills

Organizational skills

Interpersonal skills

Problem-solving

Service orientation

Job description

The Brand Administrator has primary responsibility for overseeing the effective day-to-day administration of the brand from all perspectives and should act as support for the remainder of the team.

This role is the vital underpinning to the smooth and effective functioning to the Agency's work on any brand. The Brand Administrator must lead and control this administrative support.

The role requires an in-depth knowledge of all agency systems (especially traffic, financial and delivery operations) in addition to an understanding of the process of advertising development from creative brief stage through to placement of advertising in media.

The role also requires a high level of skill in follow up, organisation and management of details. Clear communication and interpersonal skills are critical as it relates to maintaining productive working relationships with all service groups/requests while maintaining a calm demeanor under fire is essential.

The Brand Administrator should be able to get things done on time and on budget, no matter what the circumstances.

The Brand Administrator will report to the Account Director and take work direction from everyone in the group, ensuring that priorities are set for projects with each individual.

Key Tasks and Responsibilities

Administration/Client liaison

• Ensuring that all promotional material goes out on time.

• Maintaining a central filing system for documents for the brand (hard copies and electronic) and video/audio.

• Organising client meetings and associated requirements in conjunction with Presentation Manager (e.g. booking rooms, lunch, and room layout/presentation).

• Handling requests from clients for basic information.

• Handling printing and photocopying of larger documents for the brands.

• Accessing/distribution/billing/invoicing/filing of competitive ads, press ads.

• Purchasing competitive product.

• Conducting research for documentation through on-line information services.

• Arranging car service courier and shipping of materials for the brand.

• Maintaining/issuing up to date client and agency team phone/address lists.

• Knowing team member whereabouts.

Finance

• Fully understanding the basics of financial management of production and media estimating and billing so as to assist the AE/AM in any way possible.

• Assisting the AE/AM in tracking down invoices from production projects.

• Keeping track of all estimates and assisting the AE/AM in development of monthly budgets.

• Maintaining up to date accurate files of production costs, estimates, open jobs, overdue estimates, costs of historical production etc.

• Closing jobs, which are not active, with AE/AM consent.

Project Management

• Being aware of all active brand projects.

• Handling distribution of timelines (done by the AE/AM) to relevant team players.

• Ensuring that the Agency brand team has all the information needed to get the job done on time.

• Seeking to anticipate problems that could preclude getting work done on time and on budget. Advising AE/AM as appropriate.

• Chasing team members for information for AE/AM to prepare weekly/monthly status reports.

Education and Experience

People management skills

Team worker

Demonstrates potential leadership qualities

Excellent written/verbal communication skills

Good interpersonal skills

Strong service orientation

Integrity, energy and creativity

A thorough working knowledge of all agency systems