Executive Assistant and Marketing Coordinator

ABOUT THE ROLE

This role has a dual function of Marketing Coordinator and Executive Assistant responsibilities. This two-fold function allows the coordinator to anticipate important tasks and channel it timeously managing the operational requirements for the division such as accounts management, coordination of assets and capex, contract documents, management of company communication and application of procedures.

As a Coordinator administrating marketing activities that support the broader marketing team, channeling requests to the correct sub-division and ensuring the overall success of marketing initiatives, in the form of campaigns, projects, events and day to day queries.

As Executive Assistant providing support to the Marketing Executive to ensure they can efficiently accomplish key tasks and company initiatives. The position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality. This role is responsible for managing the Manager's e-mail inbox, diary and availability, as well as travel arrangements.

DUTIES AND RESPONSIBILITIES

Communication

• Formal Inter-company communication
• Draft and issuing of minutes to internal management.
• Respond to and liaise on general requests from cross-functional stakeholders.
• Company liaison between stakeholders and external vendors.

Executive Support

• Provide support to line manager, involving active coordination of manager's inbox and availability.
• Coordinate travel arrangements, expense forms and general admin.
• Prepare daily approval documents and feedback regarding ongoing tasks.
• Set-up of meetings and preparation of materials, regular minute taking.
• Provide PR and Digital report input for manager's presentation.
• Additional support and services to the executive office.

Coordination

• Assist in planning and coordination of marketing campaigns.
• Supporting role to events coordination.
• Coordinating tasks to the relevant sub-division for timeous execution

Efficiency

• Manage an efficient response time and day-to-day pace of tasks towards internal stakeholders.
• Manage agility to time-constraint deliverables.
• Apply pro-active mannerism to upcoming tasks and projects.

Administration

• Standard office responsibilities on behalf of the department:

• Grocery orders, stationery orders, attendance register, phone messages.

• Obtain quotations and raise buying orders:

• Advertising, print, events, agency services, promotional, etc.

• Load departmental asset purchases as capex for executive approval.

• TV network administration and support
• Coordinate contractual reviews, correspondence and sign-off.
• Proof reading work before sign-off.
• Thorough document storing and audit trail keeping.

Accounts Management

• Pro-active management of accounts.
• Request and process invoices, manage approval process.
• Raise cheque requisitions and cost allocations, ensure timeous submittal.
• Conduit between Finance and vendor accounts with regards to financial requirements.
• Monthly credit card allocation for digital expenses.

Relationship Management

• Maintain relationships between internal customers and vendors to secure the success of marketing initiatives.

Other

• Extract and compile digital reporting content – Meta / Agency Analytics / Fenix.
• Write the telephone messaging script.
• Issue Industry Mail Chimp e-mailers.
• Gather content for digital marketing campaigns.
• Coordinate and brief videographer with regards to video campaign content.

EDUCATION, EXPERIENCE AND SKILLS

• National Certificate NQF Level 4.
• Diploma in Business, Administration, or Projects.
• Degree (Advantageous)
• Minimum five (5) years of progressively responsible and diversified administrative experience, including support executive team members.
• Expert proficiency with Microsoft Office and desktop publishing software; ability to design and edit graphic presentations and materials.
• Strong verbal and written communication skills.
• Exceptional organizational skills and impeccable attention to detail.
• A high degree of professionalism in dealing with diverse groups of people, including board members, senior executives, and staff.
• Strong ability to execute work with a diversity, equity, and inclusion lens.
• Expert in time management to make appropriate, informed decisions regarding priorities and available time.
• Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
• Ability to complete a high volume of tasks and projects with little or no guidance.
• Basic accounting skills, including the ability to prepare and review budgets.
• Ability to travel and be available outside of core office hours when required.

If you have not received notification regarding your application within 2 weeks, please accept that your application was unsuccessful.

Job Types: Full-time, Permanent

Work Location: In person