PERSONAL ASSISTANT Marketing Department CAPE TOWN

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PERSONAL ASSISTANT – Marketing Department

 

Location: Western Cape CPT – CBD

Salary: R 10 000 – R 16 000

 

The Personal Assistant is responsible for providing secretarial support to the Marketing Director in all areas of office and personal administration.

Assist and support the Marketing Director

  • Provide assistance to the Marketing Director in all areas of personal administration, including preparation and editing of confidential correspondence, reports, documents, meeting minutes, presentations including typing from notes and written documents
  • Coordinate courier services, mail and facsimile distribution
  • Provide assistance in the preparation and enhancement of power point presentations
  • Manage the Marketing Director’s diary, scheduling all appointments and meetings
  • Coordinate all meetings and appointments ensuring that all necessary information and documentation required for daily diary activities is provided and confirmations are sent to all attendees
  • Coordinate all phone and video conference meetings
  • Keep track of very important submission dates (e.g. budget estimates, business plans, etc.)
  • Coordinate and help submit monthly team reviews, Quarterly reviews, Competitive overviews
  • Support and manage the generation of weekly and biweekly team meetings and minutes
  • Coordinate Marketing & communications team events, workshops and conferences by arranging for facilities, necessary equipment, materials, coordinating attendees, and managing event budget to deliver experience every time.
  • Manage incoming calls and voicemail, responding to internal and external enquiries/e-mails and redirecting calls as appropriate
  • Track deadlines and submissions for Marketing budget
  • Arrange room, catering and equipment bookings for client and internal meetings as requested
  • Coordinate travel and accommodation arrangements including flight details, hotel bookings and itineraries for International guests visiting South Africa

General Office & Administration

  • Develop and maintain a high level of awareness of the businesses activities
  • Work closely with the support team to the Managing Director in relation to specific special projects that may arise throughout the year e.g. Business Planning preparation, Annual Conference
  • Process all related invoices and expenses
  • Support the Marketing Director in creating efficiencies and cost savings
  • Be a part of the PA team for the business

 

KEY RESULTS AND DELIVERABLES (WHAT DOES SUCCESS LOOK LIKE)

  1. Achievement of agreed individual Assignment and Targets
  2. Successful ongoing relationships (internally and externally)
  3. Ability to successfully manage the overall personal administration for the Marketing Director
  4. Ensure all travel and accommodation requirements for the Marketing Director and International guests is well-organised and hassle-free
  5. Ensure calendars are kept up-to-date with all relevant information
  6. Ensure files are easily accessible to those who require the information
  7. Stays up to date with team, knows what is going on across the company (finger on the pulse!)

 

KNOWLEDGE, SKILLS AND EXPERIENCE

  • Minimum of 3 years of experience as a Personal Assistant
  • Experience within an FMCG, Media or Advertising multi-national company in a similar position (strongly preferred)
  • Well-developed oral/written communication skills and excellent listening skills
  • Maturity to handle situations and confidentiality
  • Ability to create good self-correspondence with minimal supervision
  • Advanced experience with Microsoft Office programs including Word and Excel
  • Ability to create engaging presentations using PowerPoint
  • Good typing skills
  • Strong multi-tasking and organizational skills
  • Proactive and ability to show initiative
  • Team player in multi-cultural environment with very good interpersonal skills
  • Flexible and adaptable to change
  • Enthusiastic, passionate and self-motivated
  • Resourceful and informed of what is happening within the business
  • Aligned with the brand values: innovative, witty, professional, contemporary, self-ironic, ingenious and hard-working

Closing date: 29 February 2016

Reference: CPT000420/AD
Vacancy Type: Permanent

 

APPLY ONLINE

 

Please Note: Employers and Recruiters may expire a job post at any time. This post expires on Monday February 29th, 2016 12:01pm.