Associate, Brand Advertising - Agency Meeting Coordination & Administrative Support

Capital One•Richmond, VA

31d

About The Position

This is an exciting opportunity for a talented marketing or operations professional to join Capital One’s Brand Advertising Team as an Associate, serving as a key program manager and contributor to enable Advertising Operations. This person should have past experience in project management and operations, within creative development, agency management or executive support with a strong set of project management and organizational skills, and a collaborative spirit to work across the team. WHAT YOU’LL DO Own advertising agency meeting scheduling (“Agency coordinator”) Own meeting invite details - including coordinating attendee availability, reserving, rooms in various COF locations, zoom dial-in, other key information, and adjust meetings as conflicts arise Liaise with advertising agency, Advertising team, and Social teams to schedule agency meetings Attend agency status meetings, listening for upcoming meetings, thinking ahead to major conflicts or considerations and sharing context Understand executive calendar complexity and build strong relationships with Executive and Administrative Assistants to find meeting options, propose solutions, and adjust meetings when needed Prioritize meetings and schedule accordingly reaching out to those on the working teams to provide guidance or context when needed Manage advertising agency meeting tracker with agency for all meeting requests Responsible for scheduling and developing agenda for “Ad Team Connect” meeting (internal meeting) Have curiosity about the advertising process and understanding of the role the meetings play, including a desire to be a valued member of the team working in close collaboration with the overall team Keep Advertising team well-managed through gathering, maintenance, and storage of team artifacts and shared resources G-drive management and permissions/recertification Workfront storage and organization Own and manage reference drives for historic and reference materials (i.e. contracts,, final creative, rotation documents) Own, manage and update calendars for creative development and upcoming productions for regular distribution to a variety of partners which may include versioning for unique needs of different groups Work with other Ad team members to identify possible Brand store items from shoots, coordinate getting that to fruition with Company Store POC. Update and maintain a document of recent creative work (“What’s on the Shelf?) across for Advertising team listing rights, linking to research, and noting any other key information to inform decisions on whether that creative should be utilized again and what it would entail to make it viable Project management & support of our Legal review function and grow into audit and controls testing processes Meeting coordination and scheduling Build relationships with Legal admins, frequent communication on upcoming needs , meetings, and where we are waiting on legal feedback Calendar views and context to attorneys on upcoming creative and productions requiring Legal review Bundling of materials for approval and stewarding them through process ensuring all lawyers have approved Centralize storage of all Ad Team legal docs Scanning of monthly legal guidance document, scan for impact to Ad team, distribute Learn audit/controls testing processes and help others pull and package information needed WHO YOU ARE You want to be an EVIDENCE-BASED MARKETER .. Your curiosity is endless. There’s always something else to learn. You’re flexible and not afraid of change—in fact you welcome the challenge. You share your point of view, but seek out what might be missing and listen. You have big ideas and know the best ones are driven by proof, persistence and patience. You’re a storyteller. You simplify the complex and compel your audience to act. You know how to enjoy yourself. While fun isn’t mandatory, it certainly seems to follow you. You care—about the work, your team and the customers you serve.

Requirements

High School Diploma, GED or Equivalent Certification
At least 2 years in a marketing, advertising, administrative support, or project management role

Nice To Haves

Bachelor’s Degree or Military Experience
2+ years in a marketing or advertising project management role
1+ years of experience managing creative development in a variety of channels with diverse stakeholders
1+ years of calendar management supporting multiple executives
1+ years working with significant regulatory requirements or brand governance programs
Proficiency in Google Calendar and working knowledge of other G-Suite tools
Understanding of advertising principles, creative, and media agency functions
Strong oral and written communication skills with email, Slack, in-person, zoom
Strong organizational skills and ability to manage and prioritize multiple projects based on team critical needs
Strong judgment and teamwork skills to build relationships with groups in Brand and with frequent non-Brand partners (Legal, Agency teams)
Detail oriented with comfort working in an fast paced environment

Responsibilities

Own advertising agency meeting scheduling (“Agency coordinator”)
Own meeting invite details - including coordinating attendee availability, reserving, rooms in various COF locations, zoom dial-in, other key information, and adjust meetings as conflicts arise
Liaise with advertising agency, Advertising team, and Social teams to schedule agency meetings
Attend agency status meetings, listening for upcoming meetings, thinking ahead to major conflicts or considerations and sharing context
Understand executive calendar complexity and build strong relationships with Executive and Administrative Assistants to find meeting options, propose solutions, and adjust meetings when needed
Prioritize meetings and schedule accordingly reaching out to those on the working teams to provide guidance or context when needed
Manage advertising agency meeting tracker with agency for all meeting requests
Responsible for scheduling and developing agenda for “Ad Team Connect” meeting (internal meeting)
Have curiosity about the advertising process and understanding of the role the meetings play, including a desire to be a valued member of the team working in close collaboration with the overall team
Keep Advertising team well-managed through gathering, maintenance, and storage of team artifacts and shared resources
G-drive management and permissions/recertification
Workfront storage and organization
Own and manage reference drives for historic and reference materials (i.e. contracts,, final creative, rotation documents)
Own, manage and update calendars for creative development and upcoming productions for regular distribution to a variety of partners which may include versioning for unique needs of different groups
Work with other Ad team members to identify possible Brand store items from shoots, coordinate getting that to fruition with Company Store POC.
Update and maintain a document of recent creative work (“What’s on the Shelf?) across for Advertising team listing rights, linking to research, and noting any other key information to inform decisions on whether that creative should be utilized again and what it would entail to make it viable
Project management & support of our Legal review function and grow into audit and controls testing processes
Meeting coordination and scheduling
Build relationships with Legal admins, frequent communication on upcoming needs , meetings, and where we are waiting on legal feedback
Calendar views and context to attorneys on upcoming creative and productions requiring Legal review
Bundling of materials for approval and stewarding them through process ensuring all lawyers have approved
Centralize storage of all Ad Team legal docs
Scanning of monthly legal guidance document, scan for impact to Ad team, distribute
Learn audit/controls testing processes and help others pull and package information needed