Project Management & Resource Coordinator, T Brand Studio

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We have an exciting opportunity in The New York Times Advertising Department for a London-based Project & Resource Coordinator to join the branded content team, T Brand Studio.

Inspired by the journalism and innovation of The New York Times, T Brand Studio crafts stories that help brands make an impact in the world. The international studio, based in London, Paris and Singapore, works with some of the biggest global brands to help them tell meaningful stories for The New York Times audience.

We are seeking a highly organised and detail-oriented Project Management & Resource Coordinator to join our team in London. Although based in London, you will manage and assist on projects that span across our international offices, and also collaborate with colleagues in our NY HQ. The ideal candidate will be a high-energy, proactive and collaborative individual who can manage daily resourcing operations, lead internal project initiatives, and provide essential administrative support to our creative leaders, strategists and project managers. This role is crucial for ensuring the smooth operations of our projects and building important bridges as a successful liaison with sales, finance, legal, vendors and other important studio parties.

This is a hybrid full-time position based in London, and includes regular attendance in the office each week per your departmental guidance. The role will report to the Director, Project Management, T Brand Studio.

Key Responsibilities:

1. Administrative support and coordination for the Project Management Team This role provides a critical operational and administrative backbone to the Project Management (PM) Team, ensuring all programs run smoothly from a logistical, contractual and compliance standpoint.

• Support the PMs to help secure talent releases and third-party IP rights; coordinate contract finalisation with Legal and external vendors.
• Facilitate the processing of invoices and vendor account set-up in our systems, in a timely manner.
• Add projects in project trackers (pre/ post-sale), invoice trackers and program management tools and maintain up-to-date, providing real time visibility to the Finance team & Studio Leadership.
• Actively identify, champion, and assist with the implementation of tools and process improvements to boost team efficiency for those subjects.
• Keep important project assets, contracts and deliverables organised and accessible for PMs and studio leadership.

2. Resource Management for T Brand Studio This function serves as the central operational hub for the Studio, managing the daily allocation and strategic forecasting of resources to ensure optimal utilization and successful delivery across both pre-sale and post-sale programs.

• Build relationships with sellers to understand their clients and project needs from the creative and strategy teams.
• Lead allocation of staff, qualifying resourcing opportunities, deciding priorities and assigning talent in collaboration with team leads.
• Proactively monitor team capacity, anticipating needs in weeks and months to come, resolve booking conflicts, and lead status meetings to give visibility and flag resourcing challenges.
• Create reports on utilisation, flagging capacity issues and improving resourcing strategy.
• Build new resource allocation processes to keep up with studio needs, and learn or adopt tools to address changing team needs. This may include learning, teaching and rolling-out new resource management and timekeeping softwares (creating basic documentation, assisting trainings, and providing day-to-day user support during the transition.)

3. Internal Project Management This function involves owning, driving, and executing internal, non-client-facing initiatives that enhance the studio's reputation and culture.

• • Keeping the team organised, prompt and on-time with larger scale projects that help to promote or communicate T Brand Studio's work.
  • Maintain a master content calendar and manage the full lifecycle of key internal communications (includes newsletters, internal presentations and industry award submissions)
  • Act as the central project manager for these initiatives. Ensure clear communication, track progress, and update all relevant stakeholders on milestones and critical decisions.
  • Assist T Brand leadership in organizing social events and other staff needs.

Qualifications:

• Proven experience in project management, coordination or administration, preferably within a fast-paced agency, production or creative environment.
• Prior experience in resource management is not a requirement.
• Exceptional, organisational, multitasking, and time-management skills.
• Strong communication and interpersonal skills, with the ability to collaborate effectively with diverse teams and external partners.
• Experience working with project management or resource management tool is a plus.
• A strong sense of ownership and the ability to work proactively and independently to drive projects forward.

If this sounds like you, we would love to hear from you!

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