Executive Assistant - Cape Town at SERR Synergy

Job Overview

The Executive Assistant in our marketing department plays a crucial role in enhancing the efficiency and effectiveness of the National Marketing Manager, allowing him to focus on strategic initiatives and high-level decision-making.

This position involves a great deal of multitasking and requires a considerable sense of responsibility in a typical sales and deadline driven environment. Adaptability, strong organizational skills, attention to detail, and excellent communication are key attributes for success in this role.  The ideal candidate should also have the ability to work with individuals at different levels, including staff, managers, executives, suppliers and corporate clients.

Responsibilities/Tasks/Duties

Document and Data Management:

• Organize and maintain files, records, and documents related to the sales and marketing department.
• Create and consolidate various types of information typical in a sales-driven environment, such as sales statistics and lead management reports.
• Undertake daily administrative tasks to ensure the functionality and coordination of the department’s national sales activities.
• Assist in preparing and combining raw sales data from national marketing offices, such as daily/weekly/monthly sales performance reports amongst others.
• Assist in gathering and verifying national sales input data for report generation purposes.
• Update and maintain spreadsheets/databases with statistical, financial, and non-financial information.
• Consolidate data for statistical analysis purposes.
• Provide relevant insights to support decision-making.

Meeting Support:

• Prepare agendas, attend meetings, and take detailed notes.
• Follow up on action items resulting from meetings and ensure deadlines are met.

Calendar and Event Management:

• Arrange, schedule and manage appointments, meetings, and sales and marketing conferences for the National Marketing Manager.
• Coordinate travel arrangements and accommodation as needed.

Communication:

• Act as a liaison between the National Marketing Manager and all marketing managers and various other internal stakeholders.
• Handle phone calls, emails, and other forms of communication on behalf of the National Marketing Manager.
• Draft and edit correspondence, reports, and presentations.

Expense/Budget Management:

• Manage and reconcile expense reports for the National Marketing Manager.
• Track budgetary expenses related to marketing initiatives.

Support for Marketing Administrators:

• Provide assistance with informal training initiatives.
• Scrutinising / checking sales and marketing documentation from other marketing administrative personnel.

Confidentiality:

• Handle sensitive information with discretion and integrity and maintain confidentiality at all times.
• And any other task necessary for the conduct of the employer’s business, as the employer may from time to time direct.

Qualifications/Competencies/Skills

• An admin related qualification or certificate together with finance or legal background will be an advantage.
• Certification in office management or executive assistance can be advantageous.
• At least 2-years’ experience in an office administrative or executive admin support role is beneficial.
• Basic understanding of sales and marketing principles and practices.
• Advanced skills in Microsoft Office suite (Outlook, Excel, Word, PowerPoint, etc.) and tech proficiency.
• Familiarity with sales and marketing processes is an asset.
• Professional demeanour and appearance.
• Strong interpersonal and communications skills - fluent in both Afrikaans and English - due to the nature of our client base.
• Organisational skills.
• Attention to detail.
• Time Management.
• Discretion and confidentiality.
• Adaptability and initiative.
• Problem-solving.
• Team collaboration and ability to function on your own.
• The candidate must be able to work under pressure in a sales / deadline driven environment.
• Must have own reliable transport.