Associate, Brand Advertising - Agency Meeting Coordination & Administrative Support

Associate, Brand Advertising - Agency Meeting Coordination & Administrative Support

This is an exciting opportunity for a talented marketing or operations professional to join Capital One’s Brand Advertising Team as an Associate, serving as a key program manager and contributor to enable Advertising Operations. This person should have past experience in project management and operations, within creative development, agency management or executive support with a strong set of project management and organizational skills, and a collaborative spirit to work across the team. 

WHAT YOU’LL DO

• Own advertising agency meeting scheduling (“Agency coordinator”)

  • Own meeting invite details - including coordinating attendee availability, reserving, rooms in various COF locations, zoom dial-in, other key information, and adjust meetings as conflicts arise

  • Liaise with advertising agency, Advertising team, and Social teams to schedule agency meetings 

  • Attend agency status meetings, listening for upcoming meetings, thinking ahead to major conflicts or considerations and sharing context

  • Understand executive calendar complexity and build strong relationships with Executive and Administrative Assistants to find meeting options, propose solutions, and adjust meetings when needed

  • Prioritize meetings and schedule accordingly reaching out to those on the working teams to provide guidance or context when needed

  • Manage advertising agency meeting tracker with agency for all meeting requests

  • Responsible for scheduling and developing agenda for “Ad Team Connect” meeting (internal meeting)

  • Have curiosity about the advertising process and understanding of the role the meetings play, including a desire to be a valued member of the team working in close collaboration with the overall team 

• Keep Advertising team well-managed through gathering, maintenance, and storage of team artifacts and shared resources

  • G-drive management and permissions/recertification 

  • Workfront storage and organization

  • Own and manage reference drives for historic and reference materials (i.e. contracts,, final creative, rotation documents)

  • Own, manage and update calendars for creative development and upcoming productions for regular distribution to a variety of partners which may include versioning for unique needs of different groups

  • Work with other Ad team members to identify possible Brand store items from shoots, coordinate getting that to fruition with Company Store POC.

  • Update and maintain a document of recent creative work (“What’s on the Shelf?) across for Advertising team listing rights, linking to research, and noting any other key information to inform decisions on whether that creative should be utilized again and what it would entail to make it viable

• Project management & support of our Legal review function and grow into audit and controls testing processes

  • Meeting coordination and scheduling 

  • Build relationships with Legal admins, frequent communication on upcoming needs , meetings, and where we are waiting on legal feedback 

  • Calendar views and context to attorneys on upcoming creative and productions requiring Legal review

  • Bundling of materials for approval and stewarding them through process ensuring all lawyers have approved

  • Centralize storage of all Ad Team legal docs 

  • Scanning of monthly legal guidance document, scan for impact to Ad team, distribute 

  • Learn audit/controls testing processes  and help others pull and package information needed

WHO YOU ARE

You want to be an EVIDENCE-BASED MARKETER..

• Your curiosity is endless. There’s always something else to learn.

• You’re flexible and not afraid of change—in fact you welcome the challenge.

• You share your point of view, but seek out what might be missing and listen.

• You have big ideas and know the best ones are driven by proof, persistence and patience.

• You’re a storyteller.  You simplify the complex and compel your audience to act.

• You know how to enjoy yourself.  While fun isn’t mandatory, it certainly seems