Traffic & Operations Assistant

Traffic & Operations Assistant

Reports to Business Unit Director

Job Summary

The Traffic & Operations Assistant will be responsible for assisting the Business Unit Director and Head of Content with the day-to-day operations/administration support and planning of for the Patient Engagement Practice.

You will be responsible for supporting the management of the workflow across the internal teams and external freelancers when required, through effective resourcing and quality control.

This is an entry-level role in the Operations team with exciting opportunities to develop your skills and support teams across UK and US.

Essential Duties & Responsibilities

Primary duties and responsibilities include, but are not limited to:

• Work alongside the Business Unit Director, Head of Content and the Account Managers to ensure effective resourcing and traffic management of all work planned in for our creative, design, copy, health psychology and strategy teams.
• Act as the first point of contact for all resource and traffic queries, taking a pro-active and solution-focused approach for both long-term planning and last-minute changes, responding in an agile manner.
• Prioritise workflow across the agency to ensure a timely delivery of all projects, ensuring the necessary skillsets required for each brief are fully considered.
• Ensure briefs are ready on time, reviewing the quality to ensure all necessary information is contained in order for the work to be completed to the highest standard.
• Provide solutions for any team capacity issues or bottlenecks and proactively raise any issues with Senior Management as they arise to enable a collaborative and solution-focussed culture to exist.
• Run weekly resource planning meetings to monitor progress, review priorities, maintain efficiency and ensure timely delivery of projects.
• Manage the practice’s booking of freelancers, maintaining excellent relationships and keeping up to date with availability to ensure the agency has access to excellent freelance support when needed, liaising with external agencies as required.
• Work alongside the Business Unit Director to ensure best practice is being consistently followed and improved upon, including the creation and development of briefs and delivery templates for projects; creation and development of budget and new business templates; and management of filing and assets storage processes.
• Ensure time is logged on SAPbydesign accurately across the agency and assigned to the correct job number.
• Provide weekly efficiency reports to the Business Unit Director, highlighting trends and issues and suggesting improvements to ways of working.
• Own holiday and time-off tracking to ensure the practice is resourced to deliver against planned workload.
• Work with the Business Unit Director to plan and manage key dates, celebrations and team building/training and events. Manage internal Comms and activities. Coordinate and support team attendance and planning to industry conferences.

Experience, Skills, and Qualifications

• Operation support and/or traffic management experience within an advertising/media or agency environment.
• Knowledge of creative processes across creative, copy, digital and print design, video editing and production desirable.
• Project support experience in a healthcare, clinical research, pharmaceutical, academic, public sector, or similar, setting desirable.
• Exceptional communication skills, a highly collaborative approach, and the ability to build strong working relationships across a diverse team.
• Confidence in managing and negotiating resource and changing priorities.
• Ability to take a logical and solution-focused approach and decisions, based on comprehensive knowledge of the practice’s workflow.
• Extremely well organised, with meticulous attention to detail, ability to thrive in a fast-paced environment, working well under pressure and to tight deadlines.
• Competence in use of MS Outlook, Word, Excel, PowerPoint, Teams and SharePoint

Travel Requirements

Not required

About OPEN Health

OPEN Health unites deep scientific knowledge with wide-ranging specialist expertise to unlock possibilities that improve health outcomes and patient wellbeing. Working in partnership with our clients, we embrace our different perspectives and strengths to deliver fresh thinking and solutions that make a difference.

OPEN Health is a flexible global organization that solves complex healthcare challenges across HEOR and market access, medical communications and creative omnichannel campaigns.

What we offer:

As a global organization, OPEN Health is committed to supporting our employees and their families through a comprehensive benefits program

• Competitive pay, generous paid vacation and holidays, and health insurance programs across all our locations
• Ongoing training and development opportunities which foster and shape your individual career path
• An active and growing commitment to bettering the communities our employees call home through our Corporate Social Responsibility program
• The opportunity to thrive in a global, collaborative environment while working every day to improve health outcomes and patient wellbeing
• Diverse, inclusive culture that encourages you to bring your whole self to work

If we sound like the sort of business environment in which you would thrive, then we would love to hear from you.

OPEN Health does not discriminate on the basis of race, sex, colour, religion, age, national origin, marital status, disability, veteran status, genetic information, sexual orientation, gender identity or any other reason prohibited by law in provision of employment opportunities and benefits.