Personal Assistant to Chief Executive (Marketing)

JOB PURPOSE

To provide critical support to the Chief Executive and marketing leadership team, ensuring sustained executive effectiveness, organizational efficiency that enables the successful delivery of strategic and operational priorities across the business.

KEY RESPONSIBILITIES

Effective office administration

• Attend meetings for minute taking, distribution and follow up
• Presentation preparation
• Filing and recordkeeping of documentation
• Reports and or Presentation construction and distribution
• Reconciliation of expense accounts and Fraxion support when needed
• Management of office
• Dealing with and responding to correspondence and telephonic queries

Calendar management

• Diary management for the Chief Executive and Marketing senior leadership team
• Diary and calendar synchronization
• Scheduling of critical business meetings

Effective organization of travel (local and international)

• Research and benchmark quotes
• Confirmation of travel detail
• Communicate and distribute documentation to travelers’
• Reconciliation of expenses relating to travelling, car hire, accommodation etc.
• Feedback from leader / internal customers

Co-ordinate and arrange functions, meetings and appointments

• Departmental breakaways, team building and strategy sessions.
• Agency reviews
• General appointments and meetings

Assist PR with admin duties

• To be on top of the PR@ackermans e-mail address to respond to suppliers/customers and to keep the excel document up to date

To maintain internal / external relationships

• Communication with internal and external stakeholders
• Dealing with and responding to correspondence and telephonic queries
• Assist with Agency Scopes

EXPERIENCE REQUIRED

Essential

• Experience in dealing with customer relations would be an advantage.
• A minimum of 5 year's relevant experience gained in a secretarial/PA position for a
• Director/Executive.

Preferred

Proficiency in the latest Microsoft packages (Word, Excel, and Power Point & Outlook) is an important requirement

KNOWLEDGE REQUIRED

• Knowledge of and proficiency in the latest Microsoft packages (Word, Excel, Power Point & Outlook) is an important requirement.
• Knowledge of doing travelling bookings

SKILLS REQUIRED

• Excellent language skills (verbal and written)
• High levels of confidentiality, credibility and trust
• Customer services focus both internally and externally and ensuring good interpersonal relationships
• Accuracy in execution, attention to detail and reliability in meeting set deadlines and work with sense of urgency
• Set priorities and uses organization and administration skills
• Flexible and willing to handle a variety of tasks
• Manage confidential information with utmost discretion

The ability to:

• Be innovative and show initiative.
• Be self-reliant, self-motivated and take responsibility and have a sense of pride in work execution.
• Be able to work independently, as well as be a team player.
• To work under pressure and meet tight deadlines.

QUALIFICATIONS

Essential

Grade 12 Certificate/Matric

Preferred

Secretarial Diploma