Programme Assistant - Awards Festival

Job Description
Job title: Programme Assistant - Awards & Festival
Reports to: Senior Awards Manager
Location: Hybrid, remote working + 3 days in the London office (E1)
Job Type: Fixed-term contract until end of June 2024
Salary: £23,000 pro rata
Hours: 0930-1730 (Standard office hours). Flexibility is required when working to deadlines and covering team hours.

Please note you must be available to work on Saturday 18 and Sunday 19 May as
part of our Judging & Festival (Saturday 18 May - Wednesday 22 May). You will be
compensated with time off in lieu.
Job Purpose:

The Programme Assistant for Awards & Festival will aid the delivery of the D&AD
Awards programme and Festival to the highest standard. Supervised by the Senior
Awards Manager, they will assist with Judge and Speaker communications, Awards
operations, general research and reporting. They will support the Awards team with
ad hoc tasks when required.
Location:
We operate a hybrid working policy, you will be required to work from the London office a minimum of two days a week, typically Tuesdays and Thursdays, and will have the flexibility to work from home or the office for the remaining three days. Please note that the number of days in the office may increase during busy periods and according to the needs of the business.

Dimension of Role:

The Programme Assistant is required to support the Awards team with a variety of tasks, including but not limited to:
Assist the collation of category and industry feedback and recommendations
Communicating in a timely and effective manner as required with D&AD Judges, Festival
Speakers, D&AD Impact Council, entrants, attendees, and industry figureheads
Research that contributes to the development and organisation of the D&AD Awards &
Festival
Proofing and organisation of data/results
Logging entries
Preparations for live judging
Facilitating the smooth running of juries at Live Judging in May

You must have a willingness to develop your knowledge of industry luminaries, influencers and others who would lend the right expertise to judging in order to support the team in their recommendations for Judges. Having the ability to multitask and support fellow team members during busy months (March-May) will be vital.
Main accountabilities/responsibilities of the role include, but are not limited to:
Communications
Support the Awards Executive with the delivery of the communications plan for both D&AD Awards and D&AD Impact

For D&AD Awards this includes communicating with industry figureheads who are
participating in judging; communicating with them in the lead up to the event via email and phone; ensuring they feel supported throughout the judging process; and effectively handling urgent queries whilst live judging is in progress

For D&AD Impact this includes resolving ad hoc queries and supporting their involvement with the D&AD Impact Programme and judging

Support the Awards Executive in the request and collation of Judge feedback in June
Assist in the development of Awards communications by applying any video editing or design skills where appropriate

Events & Administration
Assist the Awards Executive in judging preparation, ensure judging schedules are agreed and communicated to relevant parties and support with creation of Awards materials

Assist the Senior Awards Manager and Producers with preparations for the Festival
Provide on-site event support during live judging and Festival, meeting and greeting Judges and speakers, and supporting the operations team where required.

Be available as a point of contact for Judges and Speakers at all times.

Support the Awards team with collecting and proofing credits and rankings data if required

Ensure all contacts and leads are kept up to date in D&AD’s CRM

Cleanse data where required

Operations
Support operations in the accurate cataloguing, storage, processing and warehousing of
awards entries ensuring these are ready for judging and presented to a high standard
Support the facilitation of juries by acting as Jury Co-host when required
Support the Awards Operations team when required
Support judging, both virtual and on-site, where necessary
Support the answering of queries where necessary

Communications:
The role requires external outreach to the industry which can take the form of email, phone calls including zoom or similar platforms, face-to-face meeting, or assisting at round tables or focus group style events. Frequency will be dependent on time of year with almost daily communications coordinated from September through June.
Internal communications with the Awards team on a weekly basis will be required. This
includes meeting with the wider Awards team and meeting with your line manager for 1:1s.

You will also need to attend a monthly All Staffer with the wider business. Internal
communications take place over email, Zoom, Slack or telephone, and/or in person when
required.
Support the Awards team with ad hoc tasks when required.
Knowledge, skills and attributes required for the post:
Required Skills
Excellent customer service skills
Excellent organisational skills
Fantastic attention to detail
Good interpersonal skills and confidence to communicate with stakeholders at all levels
Ability to work to own initiative and as part of a team
Ability to work under pressure and to tight deadlines
Good database and systems skills
Research and analytical skills
Experience coordinating projects and/or events is desirable
Personal Qualities
Strong communication skills
Flexible approach to workload
Self-motivating and works well under pressure
An interest in advertising and the design industry
Meticulous approach to all tasks

D&AD is committed to diversity, equality, equity, inclusion and respect for all. Providing a work environment in which all employees are treated with fairness, respect and dignity and which is free of discrimination, victimisation, bullying and harassment. At D&AD we are interested in every individual bringing their ‘Whole Self’ to work and this includes you! Please email vanessa.knight@btinternet.com to let us know if you need any reasonable adjustments to be made for any part of the recruitment process.

In order to comply with the Prevention of Illegal Working, Immigration, Asylum and Nationality Act, you will need to provide appropriate documentation that proves that you are eligible to work in the UK.

Due to the number of applications we receive, we regret that you will not be contacted unless you are shortlisted for an interview. If you have not heard from us within three weeks of the closing date of your application you should assume that you have not been successful on this occasion.

Our privacy statement can be viewed on the D&AD careers page.