Resource & Operations Assistant

**Must be able to work hybrid onsite in London office 3 days/week (2 days remote/week)**

We believe in Extraordinary. ​ 

At Jack Morton we create head-turning, stomach-dropping, mind-boggling, smile-inducing brand experiences for everyone. It’s the future of marketing and there’s nothing passive or predictable about it. We promise every day will be different than the previous one in a very good way.  

We take care of each other, as much as we take care of business. We marvel in each other’s uniqueness and revel in what each of us brings to the human potluck that is Jack.  

So, if you want to help shape the future of an entire industry, welcome. If you feel work, and the people you work with, can be extraordinary, let’s chat. We’re Jack, and we can’t wait to meet you. 

What you’ll be doing

As a Resource & Operations Assistant in this dual role, you will play a pivotal part in supporting the Resource and Operations Manager.

Key responsibilities include managing the administration process for all freelancers and ensuring effective coordination. You will also be responsible for the administration of all processes and procedures across all workstreams of the London office, ensuring efficiency and compliance.                                                                                                                   

This role is ideal for an individual who thrives in a dynamic environment, has good attention to detail, and is dedicated to maintaining operational excellence in a collaborative setting.

Resource Management

• Become an expert user of the Worksome platform that we use to hire our freelancers; being a point of contact for any queries.
• Working closely with the resource & operations manager and creative services manager, providing admin support as required.
• Issuing contracts to all new freelancers, ensuring contracts are signed, Procim (budgeting system)/e-mail accounts are set up and renewal dates tracked.
• Ensure all freelancers are added to Forecast and removed when they are no longer working with us.
• Managing new starter process, ensuring they have everything they need to carry out their role.
• When required, scheduling on-boarding meetings for freelance members of the team.
• Assisting with bill, purchase order and expenses queries.
• Be the point of contact for the freelance team for any admin problems or queries.
• Play an integral role in the set up and management of a freelance database and resource management tool to be used agency-wide.

Process & Procedures

• Project & Pitch Planners: Keep up to date. Work closely with Relationship & Experience Production Teams for latest data. Circulate planners and manipulate data as needed for HODs
• Jack Forward Global calendar: Keep up to date with project information for the London office
• Project Go Forms: File / chase outstanding forms. Populate data into Project Planner
• Contact reports: Note and circulate for regular internal meetings
• HOD Diary Management: Budget Reviews, Project Check-in before going on-site & FL Lead Offboarding
• GDPR: Project Audits
• Production Live Monthly Meeting: co-ordinate diaries and presenters
• Admin: Reconcile project team expenses for Amex Meetings Card. Reconcile Amex expenses for Directors of Operations and Technical. Support with general miscellaneous tasks for team and HODs across Experience Production Teams.

Requirements

• You have a minimum of 2 years’ experience in a similar role.
• You are highly organised with exceptional administration skills and attention to detail.
• You are unfazed by a little pressure and enjoy the energy of working with a team.
• You have good people skills (for the difficult moments as well as the easy ones).
• You have a warm, positive attitude and are always willing to put in that extra 10%.

Success Measures

• Accountable for completing assigned tasks.
• Flawless delivery of commitments.
• Positive team climate that inspires others to excel and deliver.
• Seen as a valuable member of the team.
• Proactively takes ownership of tasks and constantly looks for ways to exceed team expectations.

Last, but not least, we believe in diversity, equity, and inclusion. 

Jack Morton and Genuine are equal opportunity employers; we strongly value diversity at our companies. We do not discriminate on race, religion, color, national origin, disability, sexual orientation, gender identity, gender expression, age, marital status, veteran status, or any other basis prohibited by law. Jack Morton and Genuine, as part of Interpublic Group (IPG), have been named to the Bloomberg Gender Equality Index (GEI), and Jack Morton has once again been designated a Best Place to Work for LGBTQ Workplace Equality by the Human Rights Campaign in their Corporate Equality Index.  

#LI-SC1