Operations

USA

DDB New York

New York
437 Madison Avenue
8th Floor
New York, NY 10022

+1.212.415.2000

ddbnorthamerica.com

Executive Assistant- Creative Lead

Executive Assistant

Overview

The Executive Assistant provides overall administrative support to the Global Chief Creative Officer and the Global Head of Communications.  This person is also responsible for providing light administrative support to other senior management when needed. 

Areas of Accountability
  • Provide basic administrative support, which includes but is not limited to, filing, faxing, copying and other administrative duties.
  • Proactively handle various organizational responsibilities.
  • Handle the daily scheduling of appointments, meetings, travel and invitations for the General Manager.
  • Provide phone coverage for the Global CCO and Global Head of Comms. Must know the heads of departments, key senior management DDB personnel and key clients’ name and positions.
  • Develop and update the filing system.
  • Handle payment and issues related to expense reports.
  • Keep client lists up to date.
  • Generate reports when asked.
  • Make all travel arrangements for the Global CCO and Global Head of Comms and provide her/him with an itinerary before each trip.
  • Put together PowerPoint decks for presentations.
  • Assist with Operations duties and play an active role in ensuring an efficient office.
  • Assist Human Resources and Office Management in servicing new and existing employees.
  • Keep staff and emergency phone lists updated and distributed.
  • Assist Global CCO and Global Head of Comms with various assigned projects.
  • Assist in coordination of network wide events and meetings.

Activities/Time Allocation

Not billable

Requirements

  • Strong communication skills – both verbal and written including good phone etiquette and strong writing skills.
  • Able and willing to work over-time when needed.
  • Ability to work well with others but also to work autonomously when needed.
  • Strong computer skills including Word, Excel, PowerPoint and Outlook.
  • Strong organizational skills.
  • At least 2 years previous agency/digital or administrative experience; preferred
Apply Now

DDB Chicago

Chicago
225 N. Michigan Ave.,
10th Floor
Chicago, IL 60601

+1.312.552.6000

ddbnorthamerica.com

Army Contract Manager

Army Contracts Manager

Required Knowledge, Skills, and Abilities:

  • Review of proposal and proposal requirements, analysis of terms and conditions; negotiating and executing contracts.
  • Must be experienced in the administration of federal government contracts or subcontracts under a federal government prime contract and with knowledge of commercial subcontracts.
  • Review and assist in the preparation of Statements of Work and Specification documents
  • Negotiating the terms and conditions of subcontracts; Negotiating final prices with suppliers;
  • An understanding of all contract types including FFP, CPFF, and CPAF

 

  • Candidate must be articulate, demonstrate excellent communication, negotiation, people and organizational skills, and be comfortable and confident in dealing directly with all levels of internal and customer management.
  • The successful candidate must possess a demonstrated ability to deal with project deadlines and ambiguity.
  • Candidate must be well versed and have an in-depth understanding of all principles of the procurement process in a government environment from inception of a requirement to the close out of the file.
  • Candidate must be self-motivated, resourceful and organized, taking ownership of all assigned work.
  • Performs other duties as assigned

 Preferred Qualifications:

  • A bachelor’s degree in a business discipline
  • A minimum of five (5) years, full-time, contemporary, directly related experience
  • Thorough knowledge of the Federal Acquisition Regulations (FAR); and Defense Federal Acquisition Regulation Supplement (DFARS)
  • Familiarity with the Service Act, Advance Notifications, and Justifications for Non-Competitive Procurements, Buy American Act, Small Business Subcontracting Business Plans, Certificates of Cost and Pricing Data as well as standard and specialized terms and condition. 
  • Must be proficient in Microsoft Office Word, Excel and PowerPoint
  • US Citizenship required. Must also be able to satisfy federal government requirements for access to government information.  Having dual citizenship may preclude you from being able to meet this requirement.

At DDB we believe that creativity is the most powerful force in business. As a full-service advertising agency offering our clients in-house capabilities ranging from strategic planning, research and analytics, account and project management, to creative services including ideation, design and production across all forms of media. We believe in building brands by creating platform ideas that define a new way for clients and consumers to think about the Brand. Our ideas are big and powerful enough to create consumer enthusiasm about the brand and ultimately build our clients’ business.

 

Apply Now

DDB Corporate, New York

New York
437 Madison Avenue
8th floor
New York, NY 10022

+1.212.415.2000

www.ddb.com

Payroll Assistant/Coordinator

Payroll Assistant

Description

Position is part of a 3-person payroll shared services department located in New York City and is responsible for the accurate and timely semi-monthly payroll processing and payroll services administration of 16 Pay Groups across the United States.  Knowledge of payroll best practices to guide Human Resources professionals on payroll regulations, company process and procedures.

 

Job Responsibilities

  Payroll Processing

  • Process semi-monthly payroll for 8 Pay Groups
  • Input new hires, terminations, leave of absences, pay rate changes, etc., in Success Factors’ Reach Portal
  • Calculate pay data and update payroll records in ADP Enterprise V5
  • Review payroll entry and reports for accuracy
  • Process garnishments and liens, freelance/overtime pay, commissions and manual checks
  • PFT, Transmittal, Receive and Load payrolls
  • Post and balance payrolls
  • Download payroll reports, prepare sample files for Sarbanes Oxleyaudit
  • As assigned

Other

  • Prepare and distribute payroll reports for financial processing
  • Verify Fidelity 401 loans and deferrals
  • Assist with the sourcing and collation of quarterly Sarbanes Oxleyaudit sample documentation
  • Respond to third party verifications/requests
  • Assist Payroll Manager with Unemployment Benefits Audits and Mortgage Verifications
  • Archive payroll files for terminated employees and prior year processing reports
  • Set-up files/folders/binders for storage of reports
  • As assigned

Special & Ad hoc projects

  • As assigned

 

Qualifications and skills

  • 1-2 years payroll experience
  • 1-2 years ADP Enterprise V5 experience
  • Knowledge of Success Factors (Reach) HRIS system
  • Knowledge of Federal & State Payroll Regulations and Requirements
  • Must have excellent attention to detail
  • Must have strong Excel knowledge
  • Must have excellent communication skills, flexible and team-oriented
  • Strong math skills
  • Ability to work under pressure and meet deadlines
  • Bachelor’s Degree in Business or Accounting
Apply Now

UK

Tribal Worldwide London

London
12 Bishops Bridge Road
W2 6AA London

+44 (0) 20 7262 001

www.tribalworldwide.co.uk/

Commercial Finance Assistant

Aims of position:

To support the Commercial Analyst, Commercial Manager and Commercial Director in financial management and reporting. To work with everyone in the digital division (and finance division) in managing all operational and financial aspects. This role reports directly to the Commercial Director.

 

Highlights:

This position sits within the Tribal Operations team and is a vital part of the Commercial Team, maintaining the team’s high standards and respect across the agency. It’s an opportunity to balance financial queries and interact with a variety of employees across all departments in Tribal.  

 

Specific responsibilities:

  • To assist the Commercial Analyst with month end income reporting and forecasting by client.
  • Running and issuing operational management and realisation reports on a weekly basis, examining and analysing both financial and operational aspects of the business.
  • Business partnering with the Client Services team to ensure the financial accuracy of each brand is maintained, assisting the Commercial team in managing WIP balances, aged AR and income accruals.
  • Analysing and issuing finance reports, policy documents and to communicate such policies and procedures to the agency when necessary.
  • Assisting the Commercial Analyst on running all client retainer reconciliation reports (monthly) and communicating results out to Senior Management, Client Services, Operations, Finance and the Project Management teams.
  • Assisting the Operations Team in ensuring timesheets are completed on time and accurately.
  • Assisting with the maintenance of our resource management system (Projector) and the finance system (Microsoft AX Dynamics) for all Tribal project codes.
  • Assisting the Operations team on facilitating the invoice and purchase order process. This will include creating all non-billable/new business project codes and purchase orders.

 

 

Skills and abilities required:

  • Enjoys working with numbers, data and excel
  • Intermediate excel skills, (vlookups, sumif and countif formulas)
  • Excellent communication skills
  • Enthusiastic and proactive
  • A friendly / social disposition but can also deal with difficult people in a polite and suitable manner
  • Detail orientated
  • Excellent time management skills
  • Desire to have a career in Commercial Finance

Apply Now

Commercial Assistant

Aims of position:

To support the Commercial Analyst, Commercial Manager and Commercial Director in financial management and reporting. To work with everyone in the digital division (and finance division) in managing all operational and financial aspects. This role reports directly to the Commercial Director.

 

Highlights:

This position sits within the Tribal Operations team and is a vital part of the Commercial Team, maintaining the team’s high standards and respect across the agency. It’s an opportunity to balance financial queries and interact with a variety of employees across all departments in Tribal.  

 

Specific responsibilities:

  • To assist the Commercial Analyst with month end income reporting and forecasting by client.
  • Running and issuing operational management and realisation reports on a weekly basis, examining and analysing both financial and operational aspects of the business.
  • Business partnering with the Client Services team to ensure the financial accuracy of each brand is maintained, assisting the Commercial team in managing WIP balances, aged AR and income accruals.
  • Analysing and issuing finance reports, policy documents and to communicate such policies and procedures to the agency when necessary.
  • Assisting the Commercial Analyst on running all client retainer reconciliation reports (monthly) and communicating results out to Senior Management, Client Services, Operations, Finance and the Project Management teams.
  • Assisting the Operations Team in ensuring timesheets are completed on time and accurately.
  • Assisting with the maintenance of our resource management system (Projector) and the finance system (Microsoft AX Dynamics) for all Tribal project codes.
  • Assisting the Operations team on facilitating the invoice and purchase order process. This will include creating all non-billable/new business project codes and purchase orders.

 

 

Skills and abilities required:

  • Enjoys working with numbers, data and excel
  • Intermediate excel skills, (vlookups, sumif and countif formulas)
  • Excellent communication skills
  • Enthusiastic and proactive
  • A friendly / social disposition but can also deal with difficult people in a polite and suitable manner
  • Detail orientated
  • Excellent time management skills
  • Desire to have a career in Commercial Finance
Apply Now