Executive Assistant at Distell

Job description

Distell is in the process of recruiting for an Executive Assistant within the Marketing & Commercial SA function, based at Techno Park , Stellenbosch. The successful candidate will be reporting directly to the Marketing Director: Southern Africa.

Purpose Of The Position

To provide an effective and efficient, full support service to the Marketing Director: Southern Africa, including integration points across functions and the Marketing Leadership Team. If you have a passion for marketing and have full understanding of business processes across functions, this role will provide you with the practical skills to further your career in Marketing SA.

Key Integration Areas And Functions Include

• Global / Regional Brand Marketing
• Trade Marketing
• Strategy, Planning & Insights
• Consumer Engagement
• Revenue Management
• Corporate Gifting & Events
• Finance
• Innovation / Product Development

Key Performance Areas would include, but are not limited to:

• Deliver full scope of administrative support functions
• Effective management of Director’s diary
• Scheduling of and attending key, weekly/monthly/quarterly management routine meetings and preparing all documentation associated with same i.e.:-
• Agendas
• Minutes
• Preparation & collation of necessary scorecards for performance tracking
• Follow up on necessary actions to be taken by the leadership team and document for Director’s info.
• Complete budget working papers for input into SAP for Director’s cost centre.
• Monthly reporting and tracking of all marketing operating expense cost centres vs Budget via Finance.
• Complete and co-ordinate HR related info and documentation in a highly confidential manner.
• Employee Performance Management Scorecards
• Prepare all Talent Management documentation for the Department for input into the Regional & Global Talent Forums.
• Leave Forms
• Processing of expense and subsistence claims
• Records management (paper & electronic) in line with Distell’s record management policy.
• Managing and maintaining Marketing Leadership Team folder and department organograms on the intranet.
• Preparing and assisting in documentation of presentations and organograms.
• Work across functions effectively to source the necessary information.
• Design / formulate presentations in accordance with Director’s requirements.
• Travel requirements to be sourced, secured and managed with preferred travel agents via on line travel tool, in line with Distell’s Travel policy.
• Organise and successfully execute workshops, conferences and teambuilding activities.
• Assisting, managing and anticipating the overall requirements of the Director.
• Support and guide all administrative staff in the admin processes across the departments within the Marketing & Commercial function.
• Follow up and resolve queries and escalate issues.
• Manage facilities (office services) related issues.
• Monitor and manage general policy and procedure adherence in the department.

The successful candidate must have the following qualification, skills and experience:

• Five years relevant working experience, of which at least 3 years should be support at senior levels.
• A Marketing degree/diploma/certificate or relevant tertiary qualification will be advantageous
• Superb written and verbal communication skills
• Co-ordination and planning skills,
• Strong interpersonal skills
• Advanced Excel, Word, PowerPoint and Outlook literacy
• Experience of multiple function / matrix reporting
• Developed organisational skills
• Work independently and be able to work effectively under pressure,
• Be able to communicate at executive level
• Ability to work in cross functional groups within the business unit and fostering good working relationships with internal and external work partners
• High attention and adherence to detail
• High level of discretion / confidentiality