Associate Account Executive

JOB SUMMARY:
• Support teams across a range of deliverables and in doing so learn Client Services skills and process.
• Work under the direction and supervision of more experienced account team members, following briefs and asking appropriate questions as needed.

JOB DUTIES / RESPONSIBILITIES:

Project Management
• Track and report on project status, including development and updates of project timelines.
• Set up meetings/calendar invitations (internal and client) and assist with arrangements for external meetings.
• Attend internal and client status meetings and document meeting actions/minute-taking.
• Email correspondence with clients, authors, third parties, etc.
• Set up and maintain administration files for the account (e.g., SharePoint folders, client contact details).
• Send documents out for external review; gather comments and forward to appropriate account team members.
• Informal research (e.g., information relating to journals or conference submission requirements).
• Support meeting deliverables by coordinating with Studio for print production and shipping.
• Arrange external expert logistics (e.g., poster presenters, advisory board attendees), including correspondence with any third parties (congresses, travel agents, etc.)
• Schedule work with other account team members as appropriate (e.g., writers, editors, and studio).
• Order references and purchase permission to reuse copyrighted materials.
• Document management (e.g., order and file copies of published papers on SharePoint).
• Adhere to client approval and compliance processes: upload materials for review, create codes, download comments, and simple tagging/linking (e.g., Zinc/Veeva/FUSE).
• Create and update records, and maintain publication plans (e.g., in Datavision).
• Generate and manage HCP contracts.
• Carry out online submission of project deliverables.
• Update internal and external databases and bibliographies (e.g., add references to a reference database).

Financial Management
• Assist colleagues with adaptation of existing simple SOWs.
• Assist with the cycle of IPG Health Medical Communications financial management tasks performed by Client Services team: raising project codes, adding projects to CPR, updating phasing, invoicing, updating percentage complete in CPR, inputting time into an initial reconciliation, monitoring time on projects, submitting PE to Client Finance, saving and filing all financial documents as per IPG Health Medical Communications processes, etc.
• Support Client Services colleagues with external financial management tasks; assisting with timely invoicing.

Business Development
• Provide support for pitches and proposals as required.

EDUCATION:

DEGREE/DIPLOMA

AREA OF STUDY

REQUIRED/PREFERRED

Undergraduate degree.

Preferred.

LICENSES & CERTIFICATIONS:

None required.

EXPERIENCE:

MINIMUM EXPERIENCE

AREA OF EXPERTISE

REQUIRED/PREFERRED

Undergraduate degree preferred, or relevant and transferable experience.

Working in a diverse and fast-paced team.

Interest in Medical Communications.

KNOWLEDGE & SKILLS:
• Knowledge of Word, PPT and Excel.
• Develop an understanding of the pharmaceutical industry and the relationship between agencies and clients.
• Become familiar with industry guidelines and best practices.
• Develop knowledge of business KPIs and how they are managed, productivity, recovery, time over fee, etc.
• Demonstrate knowledge of client invoicing procedures and clients' payment processes.
• Develop competency on the cycle of IPG Health Medical Communications financial management tasks performed by the Client Services team.
• With support from senior Client Services colleagues, develop competence in liaising with clients, external experts, and third parties while demonstrating professional and appropriate verbal and written communication.

COMPETENCIES :

Pace and Organization
• Work at a steady pace and manage concurrent projects efficiently and accurately.
• Demonstrate the ability to prioritize and plan workload to ensure deadlines are met.

Decision-Making
• Develop the ability to make decisions independently.
• Seek support and guidance to solve problems.

Communication
• Communicate clearly, informatively, and accurately on relevant activities.
• Input into account team meetings as appropriate, alerting colleagues of potential challenges around project work and responding promptly to internal queries.

Collaboration and Knowledge Sharing
• Work collaboratively as part of team, understanding the roles and responsibilities of other account team members and striving to be as helpful as possible to them, including offering up any available time as appropriate.

Delegation and Leadership Style
• Lead and be accountable for own work, flagging where support is required.

Development
• Demonstrate learning from project to project.
• Proactively seek feedback and help from more experienced colleagues as needed, valuing opportunities to learn and expand knowledge.
• Be willing to "have a go" at any reasonable task, even without relevant prior experience.
• Take responsibility for own development and training in collaboration with line manager.

Strategic Thinking
• Curious and inquisitive about finding new approaches and different ways of working.

ADDITIONAL INFORMATION FOR SPECIALTY FUNCTIONS:

Choose an item.

OTHER INFORMATION :

None.

STATEMENT OF UNDERSTANDING :

We are providing you with this job description as a guideline for your role. Based on your team, your role may vary slightly, and you may perform other duties or have responsibilities that are dictated by business needs. However, if you think that there are elements of this job description that are inaccurate, please speak with your manager and/or HR Partner.

In addition, this job description is not intended to include modifications consistent with providing reasonable accommodation for a disability.

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