Personal Assistant – Consumer Division - Pharmaceutical Company (Gauteng)
Glasshouse Recruiting
Date: 5 days ago
City: Johannesburg, Gauteng
Contract type: Full time
General Administrative Duties:
Diary management, including scheduling and prioritizing appointments and meetings
Coordinating and booking domestic and international travel arrangements
Preparing and reconciling expense reports and invoices
Managing incoming and outgoing correspondence (emails, calls, letters)
Preparing and formatting documents, presentations, and reports
Organizing and maintaining physical and electronic filing systems
Coordinating meeting logistics, agendas, and minute-taking
Handling general office support tasks and vendor coordination
Sales Operations & Reporting:
Collate, track, and maintain daily, weekly, and monthly sales data across FMCG retail customers, including buy-in, sell-out, and promotional performance.
Develop and maintain trackers for distribution gains, onboarding progress, and promotional compliance to ensure visibility and accountability.
Update internal systems (e.g., Smartsheet, Power BI dashboards) and follow up with internal stakeholders on outstanding actions and deadlines.
Promotional & Campaign Support:
Assist with execution tracking of promotional campaigns across regions, including compiling POP deployment plans, confirming deliveries, and gathering feedback/photos from field teams.
Coordinate promotional calendars, campaign rollout schedules, and sales team briefings in alignment with key launch windows.
Provide logistical support for customer blitzes, trade shows, and national launch events, including travel bookings and spend tracking.
Customer Onboarding & Compliance Support:
Coordinate the onboarding process for new customers (e.g., wholesalers, buying group members, Masscash, and independent retailers), including the preparation of compliance packs and sign-off routing through finance, supply chain, and legal.
Track and follow up on listing documentation, deal approvals, and promotional agreements to ensure timely execution across customer channels.
Business Review & Performance Consolidation:
Compile quarterly and ad hoc business review decks using PowerPoint, consolidating sales performance, execution feedback, and key action points.
Work with the BI and sales team to ensure reviews reflect current data, visual summaries, and execution scorecard highlights.
Budget & Claims Management:
Reconcile trade spend, promotional deal trackers, and budget allocations across regional campaigns.
Track and process travel claims for field teams and ensure alignment with approved spend frameworks.
Support the Head of the Consumer Division in maintaining promotional budget visibility and expense reporting accuracy.
General working conditions (e.g. shift work, drivers’ license, specific tools, special clothing, environmental requirements, etc.)
May be required to work overtime
Driver’s license and own motor vehicle
Travel
May be required to travel to national meetings where necessary
Education:
Diploma or bachelor’s degree in business administration
BCom degree would be advantageous
Experience:
3-5 years’ experience in a FMCG Consumer business would be ideal. Candidates with less experience will be considered.
Skills/physical competencies:
Highly computer literate with advanced knowledge in Microsoft Word, Excel, PowerPoint, Outlook, and Pastel.
Smartsheet Proficiency: Demonstrated ability to effectively utilize Smartsheet for workflow management, project tracking, data analysis, and collaboration across teams. Experience in building dashboards, creating automated workflows, and maintaining data integrity is essential.
Strong organizational and time management skills.
Excellent attention to detail and performance-driven mindset.
Strong interpersonal and communication skills.
Financial acumen and ability to manage budgets and claims effectively.
Qualities:
Attention to Detail
Performance Driven
Strong Interpersonal skills
Good communication skills
Excellent Time management skills
Self-motivated
Strong financial acumen
Desirable skills & experience:
Experience as a Sales Assistant in a pharmaceutical company within the consumer division.
Between 3 - 5 Years
Diary management, including scheduling and prioritizing appointments and meetings
Coordinating and booking domestic and international travel arrangements
Preparing and reconciling expense reports and invoices
Managing incoming and outgoing correspondence (emails, calls, letters)
Preparing and formatting documents, presentations, and reports
Organizing and maintaining physical and electronic filing systems
Coordinating meeting logistics, agendas, and minute-taking
Handling general office support tasks and vendor coordination
Sales Operations & Reporting:
Collate, track, and maintain daily, weekly, and monthly sales data across FMCG retail customers, including buy-in, sell-out, and promotional performance.
Develop and maintain trackers for distribution gains, onboarding progress, and promotional compliance to ensure visibility and accountability.
Update internal systems (e.g., Smartsheet, Power BI dashboards) and follow up with internal stakeholders on outstanding actions and deadlines.
Promotional & Campaign Support:
Assist with execution tracking of promotional campaigns across regions, including compiling POP deployment plans, confirming deliveries, and gathering feedback/photos from field teams.
Coordinate promotional calendars, campaign rollout schedules, and sales team briefings in alignment with key launch windows.
Provide logistical support for customer blitzes, trade shows, and national launch events, including travel bookings and spend tracking.
Customer Onboarding & Compliance Support:
Coordinate the onboarding process for new customers (e.g., wholesalers, buying group members, Masscash, and independent retailers), including the preparation of compliance packs and sign-off routing through finance, supply chain, and legal.
Track and follow up on listing documentation, deal approvals, and promotional agreements to ensure timely execution across customer channels.
Business Review & Performance Consolidation:
Compile quarterly and ad hoc business review decks using PowerPoint, consolidating sales performance, execution feedback, and key action points.
Work with the BI and sales team to ensure reviews reflect current data, visual summaries, and execution scorecard highlights.
Budget & Claims Management:
Reconcile trade spend, promotional deal trackers, and budget allocations across regional campaigns.
Track and process travel claims for field teams and ensure alignment with approved spend frameworks.
Support the Head of the Consumer Division in maintaining promotional budget visibility and expense reporting accuracy.
General working conditions (e.g. shift work, drivers’ license, specific tools, special clothing, environmental requirements, etc.)
May be required to work overtime
Driver’s license and own motor vehicle
Travel
May be required to travel to national meetings where necessary
Education:
Diploma or bachelor’s degree in business administration
BCom degree would be advantageous
Experience:
3-5 years’ experience in a FMCG Consumer business would be ideal. Candidates with less experience will be considered.
Skills/physical competencies:
Highly computer literate with advanced knowledge in Microsoft Word, Excel, PowerPoint, Outlook, and Pastel.
Smartsheet Proficiency: Demonstrated ability to effectively utilize Smartsheet for workflow management, project tracking, data analysis, and collaboration across teams. Experience in building dashboards, creating automated workflows, and maintaining data integrity is essential.
Strong organizational and time management skills.
Excellent attention to detail and performance-driven mindset.
Strong interpersonal and communication skills.
Financial acumen and ability to manage budgets and claims effectively.
Qualities:
Attention to Detail
Performance Driven
Strong Interpersonal skills
Good communication skills
Excellent Time management skills
Self-motivated
Strong financial acumen
Desirable skills & experience:
Experience as a Sales Assistant in a pharmaceutical company within the consumer division.
Between 3 - 5 Years
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