Job Description
As a Personal Assistant to the Marketing Director at Precise Business Solutions, you will play a crucial role in supporting the Marketing Director to deliver on our strategic marketing initiatives as well as providing support for managing leadership team activities and company performance.
By providing comprehensive administrative support, you will enable our Marketing Director to focus on high-level planning and execution of marketing and operational strategies that will propel our software business forward.
This full-time role demands a highly organised, tech-savvy, and proactive individual who thrives in a fast-paced, dynamic environment.
Job Title
- Personal Assistant
Work Schedule
- Dayshift
Job Qualifications/Requirements
- Proven experience as a Virtual Assistant or similar administrative role.
- Excellent communication and writing skills.
- Strong organisational and time management skills.
- Familiarity with current technologies, like desktop sharing, cloud services and VoIP.
- Ability to maintain confidentiality and exercise discretion.
- Proficiency in office software (e.g., Microsoft Office Suite), email platforms, project management and collaboration tools. The tools we mainly use are Microsoft Office, Microsoft Teams/SharePoint/Planner/One Note, Wrike (project management), Act-on (marketing), Canva, LinkedIn, LinkedIn Sales Navigator, Ninety.io (to manage our EOS activities) and ChatGPT
Job Responsibilities
- Manage the Marketing Director’s business and personal email account, filtering and prioritizing messages.
- Generate tasks in the project management system either for yourself and/or the Marketing Director, for any emails received that require actioning.
- Respond to emails on behalf of the Marketing Director, when appropriate.
- Draft correspondence and manage out-of-office communications.
- Manage spam and ensure important correspondence is flagged for the Marketing Director’s immediate attention.
- Work with the Marketing Manager to identify wanted promotional emails and categorize them appropriately, as well as unwanted promotional emails that should be deleted and/or unsubscribed from.
- Coordinate with other departments for information gathering and responses to complex queries.
- Archive and organize emails for easy access and follow-up.
- Oversee the Marketing Director’s calendar, scheduling and confirming appointments.
- Ensure efficient time management, balancing meetings with work blocks for project tasks.
- Organise reminders for important dates and deadlines.
- Manage personal and professional events to create a harmonious schedule.
- Ensure the Marketing Director is prepared in advance for upcoming meetings.
- Handle rescheduling and cancellation of events with professionalism and efficiency.
- Assist in the planning and monitoring of ongoing marketing and operational projects and tasks, ensuring timely completion and adherence to deadlines, utilizing the company’s project and task management tools.
- Liaise with team members to facilitate project progress.
- Ensure the Marketing Director is actioning tasks assigned to them – prioritize and schedule.
- Assist with the organization of digital files, project resources, and reports.
- Provide administrative support in preparing project reports and presentations.
- Provide updates and summaries of project statuses to the Marketing Director.
- Ensure your own tasks are managed within the project management tools, ensuring timely completion and adherence to deadlines.
- Prepare and edit documents, presentations, and reports as required.
- Assist in the creation and maintenance of marketing or operational materials.
- Attend team meetings as directed, take notes, and create actions/to-do’s.
- Perform data entry and manage databases related to marketing metrics, campaign performance, and CRM.
- Execute data management tasks with precision and confidentiality.
- Support the Marketing Director with record-keeping and the maintenance of marketing databases.
- If required, create new customer lists for future marketing campaigns.
- Assist with creating Standard Operating Procedures (SOPs) for processes related to your role as well as processes within the marketing department as directed by the Marketing Director.
- If requested, organize gifts or hampers to be sent to customers, partners, or staff.
- Conduct thorough research on target markets to inform marketing strategies.
- Analyse competitors to identify opportunities and threats within the market.
- Identify and evaluate relevant industry/business awards for potential entries.
- Source and vet freelancers on platforms like Fiverr and Upwork for outsourced tasks.
- If requested, find new technology tools and summarise findings for the Marketing Director.
- Research holiday itineraries for both business and personal trips.
- If requested, attend webinars for the Marketing Director and summarise findings.
- Handle personal appointments and engagements as requested by the Marketing Director.
- Conduct research on topics as directed, compiling information into structured reports.
- Assist with travel arrangements, including booking flights, accommodations, and itineraries for both personal and business trips.
- Occasionally manage personal errands that can be facilitated virtually.
- Undertake personal research tasks as directed, ranging from finding gifts for friends or family to more specific assignments.
- Assist with tracking personal package deliveries and follow up if they are delayed or missing.
Good luck and God Bless!