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Role Purpose    

The Personal Assistant and Marketing Assistant provides administrative support to the marketing team in the coordination and execution of marketing campaigns and plans, in support of the marketing strategy.

Requirements    

Qualifications:

• Degree in Marketing or related field.

Experience:

• 3-5 years in a similar role.
• Theoretical knowledge in all aspects of marketing and is willing to be trained on the operational aspects of marketing.
• Experience working in a marketing and communications environment will be an added advantage.

Duties & Responsibilities    

Marketing Administration & Coordination:

• Assist the leader of the team with various marketing aspects aimed at driving MDS marketing effectiveness.
• Provide administrative support to the marketing team to ensure the efficient function of the team.
• Coordinate the production of various marketing collateral for print, digital and other media in association with service providers.
• Maintain marketing databases with relevant information, for ease and efficiency of use within the marketing team.
• Manage various email inboxes and facilitate query resolution if required.
• Create and compile marketing reports to report on effectiveness, impact and outcomes of marketing campaigns and activities.
• Assist with the management of relevant social media platforms and coordinate marketing content.
• Assist with the management of ongoing marketing and advertising campaigns and plans, while ensuring that every initiative is aimed at increasing brand awareness.
• Schedule marketing presentations and campaigns, maintaining an annual marketing project calendar, in line with specified deadlines.
• Manage communication traffic to the correct stakeholders (i.e. Product Houses, MDS Operations, MDS Management, BC’s, and IFAs
• Assist with the execution of marketing plans, campaigns, and strategies in line with the agreed budget and report on expenses and spending.
• Manage the financial administration function for the team by processing invoices, journals and other financial transactions within agreed timeframes and in line with finance processes.
• Consolidate and report on all financial transactions, in line with the allocated budget.
• Reconcile and maintain supplier accounts and records to ensure good standing.
• Arrange detailed travel arrangements and compile all the relevant documentation for travel-related meetings for the team.
• Coordinate all the components (logistics, catering etc.) of events, meetings and functions within budget and specifications for the team.
• Escalate faults and other housekeeping issues with the relevant service provider and ensure queries are resolved within the given timeframes.
• Order and control office supplies, refreshments and equipment, in line with budget parameters.
• Support the induction activities for new staff members, by proactively managing and coordinating relevant activities and resources.

Stakeholder Engagement:

• Provide authoritative expertise and advice to clients and stakeholders.
• Build and maintain relationships with clients and internal and external stakeholders.
• Deliver on service level agreements made with clients and internal and external stakeholders to ensure that client expectations are managed.
• Make recommendations to improve client service and fair treatment of clients within the area of responsibility.
• Participate and contribute to a culture that builds rewarding relationships, facilitates feedback and provides exceptional client service.

Team Collaboration & Self Development:

• Develop and maintain productive and collaborative working relationships with peers and stakeholders.
• Positively influence and participate in change initiatives.
• Continuously develop own expertise in terms of professional, industry and legislation knowledge.
• Contribute to continuous innovation through the development, sharing and implementation of new ideas.
• Take ownership for driving career development

Business Efficiencies & Effectiveness:

• Identify opportunities to enhance effectiveness and increase operational efficiency.
• Manage company resources under your control with due respect.
• Provide input into the risk identification processes and communicate recommendations in the appropriate forum.

Competencies    

• Examining information
• Documenting Facts
• Articulating Information
• Managing Tasks
• Generating Ideas
• Team Working
• Taking Action
• Interacting with People
• Meeting Timescales
• Communication skills
• Planning and organising skills
• Time management
• Networking and relationship building
• Stakeholder management
• Attention to detail