Job Description

COMPANY DESCRIPTION

WowU Influence, part of Pencil Group, is an integrated communications agency focused on creating meaningful connections between brands, people and culture.

1. ABOUT THE ROLE

The Account Executive (AE) supports the Account team in managing day-to-day client communication and project execution.

The AE works closely with the Account Manager / Account Director and internal teams to ensure client requests, project tasks, timelines, deliverables and approvals are properly coordinated and followed through.

This role is suitable for someone who is organized, detail-oriented, proactive, responsible and eager to grow in an integrated agency environment.

The AE is expected to take ownership of assigned tasks and workstreams, ensuring they are completed accurately and on time.

2. KEY RESPONSIBILITIESA. ACCOUNT & CLIENT MANAGEMENT1. Support day-to-day client communication

Support the Account Manager in managing day-to-day communication with assigned clients.
Receive and consolidate client requests, feedback and updates.
Ensure client requests are clearly recorded and communicated to relevant internal teams.
Follow up with clients on feedback, approvals, materials and required information.
Prepare meeting notes, action points and follow-up items after client meetings.
Maintain clear records of client requests, decisions, approvals and changes.
Communicate professionally and proactively with clients across email, messaging platforms and meetings.
Escalate unclear, sensitive or critical client issues to the Account Manager when necessary.

2. Understand client needs

Develop a basic understanding of the client's business, brand, products, target audience and communication objectives.
Understand project briefs, client expectations and required deliverables.
Ask relevant questions to clarify client requirements before execution.
Support the Account Manager in identifying client needs and potential issues.

3. PROJECT MANAGEMENT

The AM JD establishes project management around scope, timelines, dependencies, execution and quality control; for AE, the focus should be on coordination and disciplined follow-through rather than full project ownership.

A. Project Planning

Support the Account Manager in breaking down project requirements into tasks, deliverables and timelines.
Prepare and maintain project timelines, checklists and task trackers.
Ensure project information, briefs and materials are complete before sharing with internal teams.
Coordinate with Strategy, Creative, Content, Production, Media, Digital, Social and other relevant teams depending on project requirements.
Understand assigned responsibilities, deadlines and dependencies before execution begins.

B. Project Execution

Coordinate day-to-day project tasks across internal teams and external partners.
Follow up on assigned deliverables and deadlines.
Monitor the status of ongoing tasks and flag delays early.
Consolidate client feedback and communicate it clearly to internal teams.
Follow up on revisions and ensure feedback is addressed.
Support the coordination of campaign execution, production, content development, events or other project activities where required.
Ensure approved materials and final deliverables are properly documented and shared with relevant stakeholders.
Keep the Account Manager updated on project status and outstanding issues.

C. Timeline & Deadline Management

Maintain and update project timelines.
Track pending actions, deadlines and approvals.
Follow up proactively with responsible stakeholders.
Flag potential delays or dependencies to the Account Manager.
Ensure assigned tasks are completed within agreed timelines.
Keep relevant stakeholders informed when timelines change.

D. Scope & Change Tracking

Understand the agreed project scope and deliverables.
Track additional client requests or changes during execution.
Flag potential out-of-scope requests to the Account Manager before execution.
Maintain clear records of scope changes and additional requests.
Support the preparation of additional quotations or change requests when required.

E. Quality Control

Conduct an initial check of deliverables before submission.
Check content, format, spelling, specifications, links, attachments and required outputs.
Ensure client feedback has been properly addressed.
Verify that deliverables are aligned with approved briefs and requirements.
Escalate quality concerns to the Account Manager before client submission.

4. INTERNAL TEAM COORDINATION

Act as a coordination point between the Account team and internal execution teams.
Translate client feedback and requests into clear action items with guidance from the Account Manager.
Follow up with teams on assigned tasks, deliverables and deadlines.
Ensure relevant teams receive complete and updated project information.
Coordinate meetings, internal reviews and project follow-ups when required.
Identify missing information or dependencies that may block execution.
Keep task ownership and deadlines clearly documented.
Maintain professional and collaborative relationships with internal stakeholders.
Escalate resource conflicts, unclear responsibilities or execution issues to the Account Manager.

5. PROJECT TRACKING & REPORTING

The source JD requires structured tracking of milestones, deliverables, actions, approvals, dependencies, risks, budget and scope changes; AE should handle much of this documentation and tracking under AM supervision.

Maintain project trackers, timelines and task lists.
Keep project documents and information updated and organized.
Prepare meeting minutes and action lists.
Track:
Project milestones
Deliverables
Pending actions
Client feedback
Client approvals
Internal dependencies
Revision status
Scope changes
Relevant budget information
Support the preparation of project status reports.
Support campaign reports, project recaps and post-project summaries when required.
Ensure important project decisions and approvals are properly documented.

6. BUDGET & COMMERCIAL SUPPORT

Support the Account Manager in preparing quotations and cost estimates.
Maintain updated quotation and project cost records.
Track approved budgets and project-related expenses where required.
Coordinate with Finance / Operations on contracts, POs, invoices and payment documentation.
Follow up on required commercial documents with clients or suppliers.
Flag additional requests that may result in extra costs.
Understand that changes in scope, timeline or resources may impact project costs.
Ensure no additional work is executed without internal alignment when additional costs may apply.

The AE is not expected to manage account profitability independently, but should understand basic project costing and commercial processes. This scales down the AM-level commercial responsibility in your source JD.

7. PROBLEM SOLVING & RISK AWARENESS

Identify potential execution issues early.
Flag risks related to timeline, missing information, approvals, deliverables or client feedback.
Proactively follow up rather than waiting for problems to escalate.
Gather relevant information before escalating issues.
Suggest practical solutions when possible.
Escalate critical issues to the Account Manager in a timely manner.
Learn from previous project issues and avoid repeating the same mistakes.

The AE is expected to report problems with context and possible next steps, not simply pass problems to others.

8. ACCOUNT DEVELOPMENT SUPPORT

Develop a strong understanding of assigned clients and ongoing projects.
Support the Account Manager / Account Director in preparing proposals and presentations.
Support pitching and new business projects when required.
Identify client requests that may present opportunities for additional work.
Share relevant client insights or potential opportunities with the Account Manager.
Contribute to client satisfaction through reliable project execution and proactive communication.

REQUIREMENTSExperience

1–2 years of experience in Account Management, Client Servicing, Project Coordination, Integrated Marketing, Advertising, Digital, Creative Agency or related fields.
Agency experience is preferred.
Experience supporting marketing or communication campaigns is an advantage.
Fresh graduates with strong internship experience in agencies may also be considered for Junior AE level.

Core SkillsClient Communication

Professional and confident communication skills.
Able to understand client requests and translate them into clear action points.
Comfortable communicating through email, messaging platforms and meetings.
Able to follow up proactively and professionally.

Project Coordination

Strong organization and follow-up skills.
Good timeline and task management.
Strong attention to detail.
Able to handle multiple tasks and deadlines simultaneously.
Comfortable working in a fast-paced environment.

Communication

Clear and structured written and verbal communication.
Able to communicate effectively with both clients and internal teams.
Good meeting-note and documentation skills.
Good written English is preferred.

Problem Solving

Proactive rather than reactive.
Able to identify potential issues early.
Willing to ask questions when information is unclear.
Solution-oriented and responsible.
Comfortable taking ownership of assigned responsibilities.

Commercial Awareness

Basic understanding of quotations, budgets and project costs.
Understand that scope, timeline and resource changes may affect project costs.
Comfortable working with basic project documentation such as quotations, contracts, POs and invoices.

WowU Influence

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