Chief of Staff

Other New York, New York


Description

We all live in a connected world. We discover, engage, interact with and advocate for brands quicker than ever and in more places than ever. While at the same time, advertising has never been easier to avoid or ignore. Our job is not just to make ads. It’s to help our clients’ brands come to life in more of the right places more frequently and in a way that gets them noticed, remembered, chosen and loved.

 

DDB North America (NAM) looks to accelerate its evolution from traditional creative agency, driven to deliver famous ads, to a more modern creative collective obsessed with finding new ways for creativity to drive business growth. The change being undertaken is for the DDB NAM region to be a connected set of progressive creative agencies, staying ahead of clients, connected into the DDB Worldwide and Omnicom networks, and using these relationships to lead the next creative revolution in our industry. We are transitioning our agencies to become total consumer experience partners to our clients who will focus on applying creativity across the entirety of our clients’ businesses, not just the communications side.

 

Across DDB NAM, growth is everyone’s business. The Chief of Staff to the CEO will support growth initiatives by planning and directing all administrative, financial, and operational activities for the North America CEO, providing oversight and guidance to progress and accelerate projects of high importance. This position carries a high degree of responsibility, accountability and visibility, acting as the point of contact with top management on behalf of the CEO.

 

Your key responsibilities include, but are not exclusive to:

 

Overall

 

  • You are organizationally driven, able to manage and push multiple projects forward simultaneously
  • You are able to help the CEO ensure that company priorities are driven forward with urgency
  • You are able to quickly review, organize and synthesize metrics/initiatives, etc in order to support company and executive priorities
  • You are able help the executive team make efficient decisions and more quickly, by providing data and insights, creating frameworks and outlining possible scenarios for new and ongoing projects
  • You are able to take full ownership and management of extensive calendar dynamics and priorities to ensure a productive and positive workflow to the day's activities by…
    • Ensuring CEO is kept on schedule and on time for meetings
    • Coordinating key internal (weekly, monthly, leadership meetings, all-hands and other team-wide strategy discussions) and external meetings, logistics, agendas and communications
  • You are able to rely on extensive experience and judgment to plan and accomplish goals

 

Business Partnership & Strategic / operational leadership

 

  • You are a valued member of the team, helping to track and progress leadership to implement business models
  • Office Meetings: You are able to run monthly office reviews, keep leadership organized progress initiatives and projects, and ensure that every month the collective of offices is becoming more connected
  • Growth Meetings: You are a hunter, passionate about tracking new business updates, and ensuing that monthly growth meetings happen, and that the content is driving the business forward
  • Pitch Tracking: You will track key briefs across offices and ensure that the CEO is aware of progress and that we are integrated into reviews as per the new business process which has been developed
  • Pitch post-mortems: You will work with the NAM Director of Growth to ensure that we undertake rigorous analysis and learnings of key pitches undertaken
  • Finance Meetings: you will work with the NAM CFO to ensure that the monthly reforecast meetings are prepared and executed to quality
  • Monthly NAM Town halls: You will work across the NAM leadership team to ensure that our region-wide update and delivery lands a feeling of progress, through a transparent, operational narrative
  • Monthly NAM Email: You will work with Head of Corporate Comms to develop a calendar of cross-region communications and run the programme autonomously
  • NAM Leadership meetings: You will work with the NAM leadership team to prepare the agenda and the content for the bi-weekly leadership team meetings, ensuring full attendance
  • Annual Region & Office Planning: You will support the CEO and mobilize all elements of the NAM team to ensure delivery of the NAM plan and the local office plans, ensuring cohesion between the two (Q3)
  • Annual Client Planning: You will set up the briefing, oversight and ensure team delivery of the client plans (Q4)
  • Omni & Q initiatives: You will partner with our Chief Data Officer, our Chief Strategy Officer and the relevant client teams to track the roll out of our tools adoption
    • You can help capture, organize, manage and share use cases and learnings to keep teams informed on opportunities
  • You are capable of providing strategic advice to CEO and management of daily operations of office of the CEO
  • You can help drive accelerator teams, responsible for growing organic business with existing clients and can take over the weekly driving and attendance of these meetings helping the teams set clear milestone plans across a clear timeline
  • You are a wrangler, able to facilitate and run the inner nucleus of leadership including CCO, CSO, CFO, CDO, CGO, Chief Diversity/People Officer and office heads reporting into NAM CEO
  • You can build connections and progress collaboration across Omnicom to support integration initiatives representing the spirit and energy of open collaboration which will become DDB’s calling card and is a cultural break from the past
  • You are able to help build and refine a reliable, scalable, sustainable foundation based on the key priorities
  • You can collaborate daily with C-level executives and management on behalf of and/or with the CEO

 

Discipline Expertise

  • You are responsible for the day-to-day of managing, prioritizing and scheduling the needs of the NAM CEO to keep project and initiatives moving quickly and efficiently
  • You facilitate ongoing discussion across the leadership team, agency partners and Omnicom leadership
  • You directly oversee the NAM CEO’s calendar, ensuring priorities are kept moving and never missed, recommending corrective action as/when necessary – working with our designated EA to drive set up of all meetings and diary movements in a timely fashion. As part of this you will learn the priorities of the CEO to ensure important elements always rise to the top
  • You draft and track documentation for new and organic business goals, working closely with leadership and New Business teams
  • You manage and oversee information/data transfer for routine
  • You partner to set-up new and manage existing growth capabilities, pulling together teams in support of the CEO
  • You are responsible for managing complex scheduling and prioritizing to push leadership agenda
  • You are responsible for document and asset management ensuring all files are up to date to share and pull for pitches, meetings and onboarding for leadership and their teams
  • You are a trusted partner and can be trusted with confidential sensitive information
  • You don’t get frustrated by process and can calmly and efficiently manage reporting and information sharing requirements as stipulated by DDB Worldwide and Omnicom

Additional Expectations

Client, Internal and External

 

  • Independently research, prioritize, and follow up on multiple incoming projects, issues and concerns addressed to the CEO, including those of a sensitive and/or confidential nature; determine appropriate course of action, referral, and/or response
  • Project manage preparation and creation of materials
  • Attend meetings, provide recap notes and follows all action items to completion
  • Build partnerships with day-to-day client contacts at equivalent client role
  • Work with the client admin or chief of staff equivalent on projects and responds to queries or forwards queries to the appropriate person for response
  • Monitor all work – keeping track of potential issues or problems, resolving these where possible or accelerating them upwards for early resolution
  • Manage the CEO's budget and approving expenses on his behalf
  • Closely project manage across initiatives, identify and manage risk associated with projects
  • Ensure that the NAM CEO stays aligned to all global initiatives from the office of the global CEO
  • Ensure that the NAM CEO stays aligned to the CEOs across the other regions in the DDB network

Travel & Expenses

  • Handle all travel arrangements including flights, hotels, ground transportation; obtain visas, passport renewals, and documentation of itineraries including last-minute changes
  • Prepare and submit the CEO's expense reports on a timely basis
  • Ensure that timesheets are completed


DDB NY is committed to diversity in its workforce and is proud to be an equal opportunity employer and to review all of our job postings to minimize biased language. DDB NY does not make hiring or employment decisions on the basis of race, color, religion, creed, gender, national origin, age, disability, veteran status, marital status, pregnancy, sex, gender expression or identity, sexual orientation, citizenship, or any other basis protected by applicable local, state or federal law.