Administration Assistant| Marketing at Allan Gray Proprietary Limited

Purpose of the role

• Based in our Cape Town office at the V&A Waterfront, the purpose of this role is to perform administrative tasks across all teams within the Marketing department (Brand, Content and Digital), including managing the calendar of the head of Marketing.

Role responsibilities

• The role will include, but not be limited to:

Calendar management

•  Organise and arrange meeting logistics
•  Oversee and co-ordinate day-to-day activities and scheduling of appointments and meetings

 
Travel

•  Co-ordinate travel arrangements and itineraries for the department

 
Departmental meetings

•  Schedule monthly department meetings and quarterly team builds

Legislative administration

•  Lodge Allan Gray marketing material with the Financial Sector Conduct Authority (FSCA) on a monthly, quarterly and ad hoc basis
•  Keep an updated record of lodged material

Branded stationery management

•  Order branded stationery for all areas of the business
•  Ensure that branded stationery is up to date across physical and digital platforms
•  Manage gift catalogue orders

Third-party agencies

•  Liaise with third-party agencies on an annual basis for the compilation of B-BBEE certificates

PR administration

•  Studio and crew bookings (for videos, podcasts, etc.)
•  Refreshment bookings for shoots, recordings and internal celebrations
•  Maintain an updated radio interview log 

Financial administration

•  Capture price estimates and invoices on system
•  Ensure that all invoices are processed on time
•  Provide suppliers with purchase order numbers
•  Ensure that suppliers submit invoices on time
•  Prepare quarterly and biannual invoices reports
•  Capture new supplier details on Business Central
•  Complete corporate credit card recons and submit relevant supporting documents to Group Finance
•  Manage the department team builds and strategy budgets 
• Qualifications and experience 
• This is an entry-level role; however, a degree, diploma or other professional qualifications will be advantageous.