About Tribe XTribe X Digital is a premier, global performance agency that sits at the intersection of luxury aesthetics and digital science. We don’t just manage campaigns; we architect end-to-end digital experiences for the world’s most prestigious hospitality brands, luxury real estate developers, and disruptive tech startups.
With a footprint spanning Amsterdam, Dubai, and Cairo, we operate as a high-octane extension of our clients' teams. Our work is defined by a "zero-ego" commitment to excellence, utilizing AI-powered advertising, bespoke content creation, and data-driven strategy to transform brand presence into measurable global impact. At Tribe X, we are building the future of luxury marketing, one pixel-perfect, ROI-positive campaign at a time.
Role OverviewThe Assistant Delivery Manager is the day-to-day control centre of agency delivery, turning approved plans into clear actions and keeping briefs, tasks, timelines, resource bookings, submissions and follow-ups accurate and moving.
Working under the direction of the Delivery Manager, you actively connect teams across the agency, check that people have what they need, monitor progress and follow through on commitments. You ensure every task has the right brief, owner, dates, hours, dependencies and next steps, while keeping Productive accurate and surfacing risks before they affect delivery.
You manage routine coordination independently and implement agreed decisions, helping teams work with clarity and deliver within approved plans and budgets. The Delivery Manager retains decision-making authority over SLAs and resource allocation, and you consult them when changes, exceptions or unresolved issues require a decision.
What You’ll DoDaily Delivery Coordination & Task Governance
- * Prepare for and actively lead the delivery portion of scheduled department morning calls, identifying due work, blockers, absences, missing submissions, resource conflicts and decisions required.
- Validate every brief against the approved template and mandatory information before trafficking; return incomplete briefs with the missing requirements clearly listed.
- Create, assign and maintain tasks in Productive according to approved plans, with accurate owners, dates, statuses, links, dependencies, approved estimated hours and budgets, client deadlines, scope fields and other mandatory custom fields.
- Maintain end-to-end control of task changes, documenting the original position, revised position, reason, impact and approval where required.
- Complete morning, afternoon and end-of-day audits to compare commitments with actual progress and ensure deadlines, submissions and next steps remain controlled.
- Flag at-risk or missed deadlines early, stating the issue, owner, reason, impact, action already taken and recommended next step.
Timeplans, Resource Planning & Capacity
- * Track each approved project from the Accounts timeplan through Delivery Manager approval, task and subtask creation, and resource booking.
- Implement resource bookings based on allocations, estimated hours and budgets approved by the Delivery Manager, respecting the agency’s daily bookable-hour limits and escalating exceptions before overbooking.
- Maintain an accurate, current view of capacity across creative and production teams and highlight conflicts, under-allocation or overload early.
- Raise allocation conflicts and proposed changes with the Delivery Manager for a decision, then promptly communicate and record the approved changes in the relevant systems.
Communication, Meetings & Follow-through
- * Follow up with team members throughout the day on attendance, updates, submissions, blockers and agreed actions, using clear, professional and appropriately assertive communication.
- Follow up with task owners to confirm they understand the brief, expected output and deadline, and have the materials, access and support needed to begin.
- Check progress at appropriate points, ask what is missing or blocking delivery, and verify submissions and completion rather than relying solely on system statuses.
- Attend all relevant internal project calls, kick-offs, briefings, production alignments and post-project calls.
- Before each call ends, confirm decisions, next steps, owners, deadlines, dependencies and the next checkpoint; update the relevant task promptly after the call.
- Ensure freelancers and external partners receive complete briefs, approved materials, access and delivery instructions before work begins.
- Escalate unresolved coordination issues through the agreed route without allowing routine follow-up to transfer back to the Delivery Manager.
Reporting, Monitoring & Scope Control
- * Produce accurate daily capacity, workload, submission and risk updates using Productive and supporting capacity views.
- Maintain cross-departmental capacity reporting so creative, social and production teams have a shared view of current and upcoming demand.
- Provide the Delivery Manager with concise evidence-based updates on portfolio health, operational risks and recurring patterns requiring intervention.
- Ask for clarification when requested work, amendments or bookings appear inconsistent with approved scope or hours, and refer any required decision to the Delivery Manager before proceeding.
What You Bring (Qualifications)Must Have
- * At least 1–2 years of relevant experience in traffic, resource coordination, project coordination, delivery or operations within an agency environment, preferably creative, content, production.
- Strong organisational ability and the discipline to manage multiple tasks, deadlines, data points and follow-ups at the same time.
- Practical understanding of agency departments and their responsibilities, and how creative, content and production work moves through briefing, execution, reviews, amendments, approvals and final delivery.
- Confidence using project-management and resource-planning systems and maintaining them as a reliable source of truth.
- Clear written and verbal communication, with the confidence to speak directly with teams, ask questions, follow up persistently and professionally, document commitments and escalate issues with evidence.
- Strong attention to detail across task data, timeplans, estimates, bookings, attendance, equipment and documentation.
- A proactive problem-solving mindset: you identify risks early, act within your authority and recommend a next step.
- Demonstrated ability to manage routine coordination and follow-through without repeated reminders, while recognising when a decision requires the Delivery Manager.
- Basic understanding of project estimates, budgeted hours and the relationship between resource planning and profitability.
Nice to Have* Experience with Productive, ClickUp, Clockify, Frame.io or similar tools.
* Experience supporting production scheduling, freelancers or external creative partners.
What Success Looks Like
- * Morning calls are prepared, focused and action-led, with clear owners, blockers and submission times.
- No brief is treated as ready until the required template and information are complete.
- Productive is a reliable source of truth: owners, dates, statuses, links, scope, hours, budgets, dependencies and decisions remain accurate as work changes.
- At-risk deadlines are identified before they are missed, and no missed deadline goes unreported.
- Approved projects are booked promptly and accurately, without unapproved overbooking or budget-hour variance.
- Actions from internal calls are recorded promptly and followed through to completion or escalation.
- Amendments are correctly classified and potential scope changes are held before delivery work begins.
- Teams receive clear instructions and proactive check-ins, with missing information and blockers addressed early.
- By the end of three months, routine daily delivery responsibilities are managed independently without repeated reminders or routine intervention. Decisions on SLAs and resource allocation continue to sit with the Delivery Manager.
Why You’ll Love It HereAt Tribe X, we champion impact without ego by fostering a high-performance environment where your voice matters and your ideas scale. You will work at the edge of what is next as we use the latest AI and martech tools to solve complex challenges for premium global clients. Joining our team means tapping into a global pulse where the flexibility of a hybrid remote culture meets the high-octane energy of a world-class agency. We are built to grow and we invest deeply in your evolution because if you have the drive to lead, we provide the platform to make it happen.
Apply NowIf you are ready to bring your expertise to a team that values sharp thinking and effortless execution, let’s talk. We are looking for the restless and the bold to help us build what is next. Send us you
