Associate, Planning

Job Description:
ROLE PURPOSE

The Planning Associate will support the planning team across multiple projects and tasks that will help advance larger projects and strategies by maintaining and managing clients' media plans and assisting in the preparation of presentations. They are expected to take daily responsibility for the assigned accounts and ensure that all projects are completed on time, within budget, and in line with the strategy, under the supervision of a manager. You will handle the daily tactical management of the media communications account and must work well in a team environment. The role involves helping to create media campaigns across multiple channels and assisting in the planning, implementation, and maintenance of multi-channel media campaigns. The ability to learn new skills and procedures is essential.

TASKS AND RESPONSABILITIES

Support the Planning team in all phases of the media strategy process.

Work with teams to prepare proposals based on briefs, working on campaign objectives, budgets, and timelines.

Assist in creating media objectives and strategies for clients.

Support teams in creating and analyzing audience reports, reach and frequency reports, and other data collections for business reviews.

Prepare competitive analysis reports with graphs and insights, for digital media, offline media, and social channels by extracting data from media tools.

Prepare proposal presentations and flowcharts, and make necessary adjustments based on client requests.

Assist with adjustments to media plan details as needed.

Prepare and update timelines to meet required dates.

Create and update campaign flowcharts.

Complete forms for media authorizations, send them to media vendors and clients, and follow up for approval.

Actively participate in campaign implementation, working alongside activation teams using flowcharts, budgets, traffic sheets, and taxonomy for setup in media platforms, tracking codes, and other elements.

Request, receive, traffic, and control creative assets with creative agencies, perform QA with involved internal teams, responsible for aggregating and maintaining creative specifications and manage other operating process details.

Lead the aggregation of proof-of-purchase materials (post-launch screenshots).

Manage the trafficking process and prepare traffic sheets.

Follow up on media authorization forms with clients, media vendors, and internal teams to obtain approvals.

Monitor the pacing and flights of budgets through the campaign flowcharts, control planned versus actual outcomes, identify deviations, inform internal teams and involved media vendors, and propose recommendations to improve performance and optimize the budget.

Oversee the billing process with internal teams and media vendors.

Reconcile invoices with media vendors review billable amounts to clients, verify invoices with the Finance department, send them to clients and follow up them.

Keep all data updated in the systems.

Collaborate with peers and supervisors.

Support daily tasks required by the Planning team, such as gathering necessary information to prepare media proposals for clients, working with teams to share findings and insights, creating templates, campaign reports, and status updates.

May assist in tracking project timelines and status, providing notes and summaries of communications.

Participate in meetings with team members and occasionally with clients if necessary.

Internal communication with activation teams for Social, Search, or Analytics to follow up on campaign statuses, traffic creative assets, reports, and document updates to be presented to clients.

Working with Media Vendors.

Be in contact with media vendors for the RFP (Requests for Proposals) process for new campaigns, receiving and organizing information to facilitate the creation of recommendation proposals for clients, and making further adjustment requests if necessary.

Be in contact with media vendors for campaign implementation, traffic of advertising assets, technical specifications, follow-up on campaign launch dates, updates on campaign timelines, and other execution matters.

Contact media vendors to review campaign performance while they are running and once completed.

Contact media vendors to resolve issues related to reconciliation and billing.

Client-Facing Work.

Assist in tracking the status and deadlines of different projects that clients have underway.

Communicate with clients regarding the status of media partnership tactics, traffic of creative assets, sending MAFs (Media Authorizations), sending reports, reconciliation, and billing, and any queries that may arise related to campaign implementation.

Participate in weekly status meetings with clients.

Request RFPs from media and analyze them to evaluate new opportunities.

QUALIFICATIONS

0 to 1 years of experience.

Bachelor's degree, preferably in marketing, advertising, finance, or analytics, will be valued.

Prior internships