Role Purpose
To provide high-level administrative and personal assistance to the head of a Marketing and Communications department and support the marketing team as needed. This role requires flexibility, proactivity, and the ability to manage complex schedules with quick adjustments as priorities change. A strong commitment to confidentiality and discretion is essential.

Reporting Structure
Reports to the head of Marketing and Communications.

Key Responsibilities
Calendar Management

• Manage a dynamic schedule, balancing short-term and long-term priorities.
• Coordinate meetings and events, arrange venues, and dining reservations, and prepare necessary materials.
• Coordinate occasional international travel.

Inbox Management

• Closely monitor the email inbox, flagging key messages and preparing daily summaries.
• Respond to inquiries on behalf of the director where appropriate.

Marketing and Communications Support

• Assist with significant marketing milestones, such as annual reports, publications, and press releases.
• Provide support for the marketing team and various activities across the organisation.

Team Representation and Relationship Building

• Serve as a representative for the marketing and communications team, building positive relationships across the organisation.
• Maintain awareness of both internal and external stakeholders and consultants.

General Administrative Duties

• Update campaign calendars, assist with press releases, and handle general administrative tasks.
• Administer corporate card and cash expenses.
• Track and submit team gifts and hospitality information.
• Support the director with budget tracking, coding, and invoice processing.
• Assist in managing team logistics, such as remote work schedules and leave requests.
• Distribute daily media monitoring emails.
• Share updates and success stories via the intranet.
• Support contract, event license, and NDA documentation as needed.
• Record meeting notes, including follow-up actions, and distribute them to relevant parties.
• Book and coordinate with photographers, ensuring permissions are obtained as necessary.

Required Experience and Skills

• Prior experience in a high-level administrative or PA role.
• Ideally has worked in a fast-paced, creative setting.
• Ability to handle multiple tasks, prioritise effectively, and maintain accuracy under pressure.
• Excellent communication skills at all levels.
• High level of confidentiality and discretion.
• Strong organisational skills, with a proactive approach and self-motivation.
• Professional telephone manner, with a balance of firmness and politeness.
• Polished and professional appearance.
• Team-oriented, with the ability to manage workload peaks and adapt to changing priorities.
• Advanced proficiency in Microsoft Outlook, PowerPoint, Excel, and Word.