Focus

As an Executive Operations you will be to supporting the team in financial operations tasks and you will play a critical role in the analysis, booking and execution of client approved projects & media campaigns across various media channels.

Main Tasks

Technical & Product

• Create booking order as per the approved media plan campaigns / approved projects by practice
• Managing the end-to-end process on creating new Vendor & Client in Navision
• Follow up with Vendors to share the invoices on timely manner and vouch.
• Ensure Vouching of bookings is done by a 3 way check on time which includes reconciling of monthly spends vs media plans vs final reports
• Collating proof of performance, reports and screenshots for live campaigns for booked platforms are in place for processing.
• Overseeing the vendor invoicing and client billing is done on a timely manner to ensure smooth collection and timely payments to suppliers.
• Managing end-to-end process in uploading invoices in the system or document sharing portal.

Business Acumen & Operational Efficiency

• Managing the actualization and reconciliation of media plans: You will be responsible for ensuring that all elements of the campaign are executed correctly and that spend aligns with budgets. This will involve working closely with media partners and vendors to ensure that all materials are delivered on time and that all media placements are executed as planned. You will also need to reconcile campaign spend against budgets and adjust as needed.
• You will provide regular reporting and insights to stakeholders, including budget and spend racking. Along with the unbilled status report.Knowledge of Monitoring and analysing media metrics and performance data to identify opportunities for optimization and improvement.
• Managing and maintaining relationships with media partners and vendors to ensure high-quality service and support.
• Managing client PO budgets and ensuring campaigns are booked on time and within budget to avoid any delays and overspends.
• Excel sheet management: You will be responsible for managing and maintaining various excel sheets related to media operations, such as media plans, budgets, invoicing, and spend tracking. You will need to have a good understanding of excel and be able to use various functions such as pivot tables, v-lookup, and charts to analyse data and create reports. You will need to ensure that all excel sheets are accurate and up-to-date, and that they are easily accessible to all relevant stakeholders.
• Managing the reporting process: You will be responsible for creating and distributing regular reports on media operations, including campaign performance, budget tracking and forecasting, and media partner performance. This will involve working with cross-functional teams to gather data and information, and using excel, PowerPoint and other reporting tools to create clear, informative, and easy to understand reports that can be shared with different stakeholders.
• As a media operation executive, you will need to have strong coordination skills to effectively manage and execute advertising campaigns. Should have the ability to manage multiple tasks and projects simultaneously, and the knowledge to identify and resolve issues as they arise.
• You will need to be able to collaborate and work effectively with cross-functional teams, including internal teams and external partners. This will require effective communication, the ability to build relationships, and the ability to work towards a common goal. Strong teamwork skills will enable you to coordinate with multiple teams and partners and make sure that all are working together towards the same objectives.
• Budget management: Attention to detail is crucial when it comes to budget management as well, you will need to be able to reconcile campaign spend against budgets and make adjustments as needed. You will need to ensure that all invoicing and billing is accurate and timely, and that all media partners and vendors are paid correctly.

Innovative & Analytical Mindset

• Consistently check plans reconciliation and shuffling around budgets when required
• Consistently check with executives on campaigns status and amendments to be reflected
• Pre-empt potential issues through staying alter to barriers and blocks in financial and execution efficiency
• Take interest in ad platform products, features, and formats

People & Leadership

• Seeks others' feedback to develop self-awareness, strengths and address development area.
• Is able to proactively raise issues to improve effective team working and collaboration.
• Is able to communicate confidently in a clear, concise and articulate manner.
• Collaborates with stakeholders and embraces an inclusive based environment.
• Is able to make valuable contributions to discussions and brainstorming sessions, providing insight and point of view.
• Able to build relationships quickly with others and engages personally with peers and clients.
• Treats others with respect, listens to other perspectives, especially when they are different from own.
• Able to tackle problems in a timely manner and develop contingency plans that focus on problem resolution.
• Drives a culture of trust with Peers, clients and all other stakeholders.

Self

• Is able to take ownership for actions and deals with consequences in a mature manner.
• Able to adjust performance based on experiences and feedback and showcases agility and flexibility.
• Displays openness to the ideas of others and leverages them when beneficial for the business.
• Showcases curiosity and open mindset towards new ways of doing things.
• Is able to set high impact objectives and goes above and beyond to exceed performance.
• Demonstrates the Growth Mindset and is able to take ownership of personal development and growth.
• Capable of constructively challenging the status-quo and takes risks to challenge internal and external perspectives.
• Approaches situations and individuals with honesty, integrity and humbleness.
• Displays resilience and maintains drives and a positive outlook when faced with challenges.

Education and Experience Required

• 1-2 years’ experience in media agency operations is a plus
• Good financial experience is a plus
• Good communication skills
• Team player
• Strong attention to details
• Ability to prioritize workloads and can handle multiple tasks
• Demonstrates critical thinking and problem-solving abilities
• Knows how to use Microsoft Office Excel, PowerPoint, and Digital platforms