Job Description

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