Associate Media Buyer

JOB SUMMARY:

The Assistant Planner assists in the planning, implementing, and maintaining of media campaigns across multiple channels. As an entry level position, the Assistant position represents the start of a media career and is highly supervised by a Media Buyer.

This position is essential in the day-to-day tactical management of the media account and requires an individual that works well in a team-based, fast paced, detail-oriented environment. While advanced media thinking is not expected, the successful Assistant is resourceful and demonstrates the initiative to participate in advanced projects.

The Assistant Media Buyer position is training intensive. Aptitude for learning new skills (both technical and organic) and procedures is essential. The Assistant is expected to be an active participant, increasing participation over time in the position. The Assistant is also encouraged to contribute ideas and insights that will benefit their account.

ESSENTIAL FUNCTIONS:

Budget and Billing

- Maintain budget and billing documents, assist with tracking media expenditures to ensure agency and client budget compliance and works with Media Planner to analyze billing discrepancies.

Administrative

- Update status reports for team and ensures accuracy

Campaign Execution

- Update traffic worksheets, issues insertion orders, maintain contracts with publications for advertising space, compile data base on product journal advertising for account groups

JOB DUTIES/RESPONSIBILITIES:

Media Execution:

- Helps create and send RFPs to appropriate media partners, consistent with targeting and tactical parameters

- Collects, organizes and helps analyze RFP responses

- Uploads plans into Prisma and generates insertion orders to reserve advertising space, emails media partners, and confirms receipt of Insertion Orders

- Creates and maintains all related paperwork/documentation tangential to campaigns: tactical plan details, insertion orders, schedules, contracts, etc.

- Works with Ad Ops to set up 3rd party ad server/tracking: follows through to ensure sites are enabled and all needed materials are received from creative agency

- Maintain 3rd party ad server/tracker revisions throughout campaign

- Handle daily campaign maintenance including questions regarding 3rd party ad servers, tracking and trafficking

- Assist in tracking/evaluating campaign effectiveness creating client reporting and post analysis reports based on scoped cadence ensuring all campaigns are tracking to full delivery

- Works with billing/finance team to reconcile billing discrepancies and process all invoices for payment

- Ownership of accurate monthly billing sheets for partner/Prisma billing

- Fields incoming proposals from sales representatives

- Demonstrates multi-tasking ability, keep multiple projects on-track, structuring and executing work

- Assists in other responsibilities as needed; assembly of presentation materials, virtual or in-person meeting setup and other administrative tasks

- Actively takes notes during meetings and provides recaps to team on next steps and deliverables discussed

Client & Internal Relationships:

- Supports Buyers and above in preparing and delivering work to clients and colleagues

- Works with Billing department to confirm receipt of invoices and that invoices are correctly reconciled

- Attends status meetings when appropriate

- Assists in managing relationships with external vendors

- Participates and contributes in client meetings as required

- Engages with all work-related contacts in a professional and respectful manner

- Develops mature and professional business acumen in personal and written communications

Strategic Thinking & Proactiveness:

- Keeps current with market research and industry trends (industry periodicals, email newsletters, websites)

- Demonstrates active listening skills and ability to apply learnings over time

- Recognizes potential issues and problems, know when to escalate and propose solutions, where possible

- Takes clear ownership of assigned tasks and performs with accuracy and timeliness

EDUCATION:

A bachelor's degree is preferred

EXPERIENCE:

No experience required

KNOWLEDGE, SKILLS, & ABILITIES:

• Competency with Microsoft Excel, PowerPoint, Word, Outlook and Teams.
• Strong organization & time management
• Able to manage multiple projects at once
• Inquisitive nature
• Ask questions/support when needed
• Eagerness to get involved
• Collaborative spirit
• Strong communication (written and oral)
• Accountable for responsibilities assigned
• Assist with tracking media expenditures and budget management
• Assist with media partner billing and invoice process
• Assist Media Buyer in resolving media partner invoice discrepancies
• Execute tasks efficiently within timelines provided

COMPETENCIES:

Organization: Creates clear goals, identifies and finds the resources (i.e. people, material) needed to achieve them, and schedules tasks so that work is completed on time

Communication: Attentive and shows interest in the subject; expresses ideas clearly, concisely and professionally in oral and written communications

Attention to Detail: Takes pride in being accurate and reliable in deliverables, being diligent in checking work, and effective completion of repeatable tasks

STATEMENT OF UNDERSTANDING:

This Job Description is not a contract of employment but serves as a reference for your mutual understanding of the terms and conditions associated with the position.

Your role may vary from this description, and you may be asked to perform other duties or have additional responsibilities outside of what’s outlined above. If you think that there are elements of this job description that are inaccurate, please speak with your manager and/or HR Partner.

There are three types of Employee Work Arrangements that classify where a person conducts work: In-Office, Hybrid, and Fully Remote. The amount of time an employee spends working virtually versus in person is dictated by their work arrangement classification, the demands of the role, the needs of the agency and their team, and a person’s performance.

This job description is not intended to include modifications consistent with providing a Reasonable Accommodation.