Executive and Trade Marketing Assistant at Kagiso Media

• The successful incumbent will be responsible for a wide range of administrative duties and managing the schedule of the Managing Director. In Trade Marketing, the incumbent will be responsible for planning, implementing and managing Brand Trade plans and activations as well as assist the Commercial Manager in Trade Marketing Activities.

EDUCATIONAL REQUIREMENTS:

• Bachelor's degree /Diploma in Business or related field (Marketing/Commercial/Advertising).

SKILLS/EXPERIENCE REQUIREMENTS:

Personal Assistant to MD

• Priorities and manage multiple projects simultaneously and follow through timeously.
• Providing support and assistance to the management team when required.
• Booking meeting rooms for meetings.
• Screen incoming communication & correspondence.
• Updating and maintaining of a filing system so that all documents and files can be accessed with ease when required.
• Coordinate all logistics for station tours.
• Arrange catering for office functions.
• Manage travel schedules and arrangements for the senior management team and other staff to attend relevant events/function.
• Keep track of birthdays and special occasions of all relevant stakeholders and ensure that gifts are sent.
• Assist MD to organise and manage his/her diary effectively.
• Managing Credit Card statements and expense claims.
• Managing and distributing of listener complaints to relevant manager.
• Schedule all required meetings (Board meetings, management meetings, and operational meetings).
• Minute taking in Strategy and Management meetings, ensuring that minutes are distributed timeously and that action items are followed up.
• Coordinate with managers to compile accurate Board/Exco packs monthly.
• Compile all documents, spreadsheets, and presentations.
• Compile and collate reports as needed including monthly reports and Board reports.

Trade Marketing Assistant

• Attend Trade marketing meetings as and when required.
• Provide administrative support to the Commercial sales manager as and when required.
• Assist coordinate trade event’s logistics.

Trade Related

• Prepare the Trade Marketing annual calendar by identifying all relevant events, potential client workshop requirements, key account major celebrations (birthdays, anniversaries etc.) and any other relevant occasion and populating onto a consolidated calendar annually.

Maintain the Trade Marketing calendar by amending, adding, or removing trade marketing activities as notified and required.

• Participate in the quarterly review and planning workshop.
• Managing the rollout of the trade marketing activities by developing a project plan.
• Identifying required suppliers and resources.
• Engaging with stakeholders, managing logistics and coordinating all participants.
• Providing feedback and managing client expectations as required in line with deadlines.
• Prepare the trade marketing activity feedback report (PCA) by collecting input data.
• Manage and support partners in the implementation of trade marketing activities by monitoring the project plan, reviewing the progress and data analysis and problem solving as required.

Integrated Sales

• Getting approval on stations collateral for dissemination by identifying any key relevant information for partners, converting into appropriate format, and submitting to manager for approval.
• Submitting station collateral to relevant stakeholders by forwarding approved collateral and confirming receipt.
• Respond to queries by receiving the request, identify the solution and providing feedback as required.

• Stakeholder relationship management

• Manage stakeholder relationships with all shareholders and integrated sales teams (regional agency and Mediamark) by responding and providing required information, recognising, and celebrating special events and providing any other support as required.
• Develop and maintain and stakeholder list by identifying stakeholders, collecting relevant information, and updating as required.
• Support stakeholder events and engagement by providing logistical and operational support and planning as required

Trade Exchanges

• Oversee the preparation and revision of Trade exchange contracts.
• Track authorizations and correspondence.
• Tracking spends to date vs balance of the total Trade Exchange value (to analyze and mitigate risk).
• Maintain an audit file for each Trade Exchange contract, which will include original contract, all correspondence, changes/deviations, amendments, approvals, clarifications, payment schedules.
• Coordinate and obtain a schedule with Mediamark.
• Provide contract summaries and ensure contract execution in accordance with company policy.
• Maintaining good relationships with stakeholders.