Role Purpose
To provide high-level administrative and personal assistance to the head of a Marketing and Communications department and support the marketing team as needed. This role requires flexibility, proactivity, and the ability to manage complex schedules with quick adjustments as priorities change. A strong commitment to confidentiality and discretion is essential.
Reporting Structure
Reports to the head of Marketing and Communications.
Key Responsibilities
Calendar Management
- Manage a dynamic schedule, balancing short-term and long-term priorities.
- Coordinate meetings and events, arrange venues, and dining reservations, and prepare necessary materials.
- Coordinate occasional international travel.
Inbox Management
- Closely monitor the email inbox, flagging key messages and preparing daily summaries.
- Respond to inquiries on behalf of the director where appropriate.
Marketing and Communications Support
- Assist with significant marketing milestones, such as annual reports, publications, and press releases.
- Provide support for the marketing team and various activities across the organisation.
Team Representation and Relationship Building
- Serve as a representative for the marketing and communications team, building positive relationships across the organisation.
- Maintain awareness of both internal and external stakeholders and consultants.
General Administrative Duties
- Update campaign calendars, assist with press releases, and handle general administrative tasks.
- Administer corporate card and cash expenses.
- Track and submit team gifts and hospitality information.
- Support the director with budget tracking, coding, and invoice processing.
- Assist in managing team logistics, such as remote work schedules and leave requests.
- Distribute daily media monitoring emails.
- Share updates and success stories via the intranet.
- Support contract, event license, and NDA documentation as needed.
- Record meeting notes, including follow-up actions, and distribute them to relevant parties.
- Book and coordinate with photographers, ensuring permissions are obtained as necessary.
Required Experience and Skills
- Prior experience in a high-level administrative or PA role.
- Ideally has worked in a fast-paced, creative setting.
- Ability to handle multiple tasks, prioritise effectively, and maintain accuracy under pressure.
- Excellent communication skills at all levels.
- High level of confidentiality and discretion.
- Strong organisational skills, with a proactive approach and self-motivation.
- Professional telephone manner, with a balance of firmness and politeness.
- Polished and professional appearance.
- Team-oriented, with the ability to manage workload peaks and adapt to changing priorities.
- Advanced proficiency in Microsoft Outlook, PowerPoint, Excel, and Word.