Administrative Assistant- Marketing

UK-Eton/Windsor

Overview

The Marketing Administrator will provide direct PA support to the Director of Marketing and assistance to the marketing team, including support for the activities involved in the implementation of marketing programmes, campaigns, events, PR and seminars. This will include providing ongoing communication, and organisation

Responsibilities

PA Duties

·    Diary management for UK Marketing Director, organise meetings internal and external. 

·    Collate the UK Marketing Director's expenses on a monthly basis.

·    Check expense reports for marketing team in line with company policy and forward to UK Marketing Director for approval.

·    Make travel and accommodation arrangements for the UK Marketing Director, adhering to InterSystems travel policy and procedures

·    Document meetings as requested

·    Categorise emails in the UK Marketing Director’s inbox to help with prioritisation

·    Ensure discretion regarding access to email inbox, voicemails and sensitive documents

Administrative Duties

·      Track attendance of the UK region marketing team and collate department absence report for Human Resources

·      Make taxi booking arrangements for the marketing team

·      Make taxi and hotel arrangements for marketing visitors from other regions

·      Ensure all meetings, appointments and travel are diarised appropriately to maintain accurate records

·      Maintain accurate tracking/invoicing system for travel and accommodation

·      Generate transcripts of recorded interviews for internal circulation and to provide quotable material for future articles or testimonials

·      Provide cover to reception during lunch break and on an informal rota basis and during absences (approx. 1-2 hours per week)

·      Raise purchase orders and check invoices, seeking authorisation appropriately

·      Prepare meeting room and refreshments for on-site marketing meetings and restore presentation of meeting rooms afterwards

·      Provide flexible cover for other administrative staff when requested

·      Other administrative duties as set by the ASG Supervisor

Project Assistance

·         Assist Marketing Director and Marketing Programme Managers in the execution of marketing programmes, campaigns, and public relations activities

·         Ensure all collateral is up-to-date and that there are enough copies in stock to supply events, arrange re-printing and localisation as needed and circulate to sales and marketing; update intranets with locally generated material

·         Responsible for the preparation and shipping of marketing material and equipment needed for events, liaise with storage warehouse to ensure accuracy of stocks, and local stock is tidy

·         Attendance at events (occasionally overseas) may be required

·         Organise and attend the EMEA Marketing meeting.  Tasks include booking meeting location, lunches and evening meals, entertainment and transportation for European colleagues and record meeting minutes / actions

Annual Conference Support

·      Provide direct and hands-on support to the Marketing Programme Manager running the UK annual events  and take ownership of designated areas

·      Accommodation

·      Crew arrangements

·      Shipping and return shipping of all materials

·      Signage

·      Liaise with IT

·      Registration

Reporting

·      Maintain marketing schedules and calendars (on SharePoint, Quickfold, etc)

·      Prepare the Monthly Marketing Report for the team to update each month and ensure the team completes it on time

·      Assist the UK Marketing Director in preparing the management report and weekly update report

Support

 

·         Assist marketing team in execution of various programs

·         Manage daily correspondence with co-workers and vendors

·         Maintain stock of marketing giveaways

·         Pass on prospective sales leads to the relevant contact in a timely manner

·         Ad hoc shipping of collateral to Marketing teams across the region

·         Act as the first point of contact for incoming calls and emails to the Marketing department and handle in a professional and timely manner

·         Support HR Manager and Marketing Coordinator with the creation of the EMEA / Asia Pac Business Newsletter (internal).  Responsible for chasing article submissions and proof reading

On-going responsibilities

 

·      Maintain the local Marketing SharePoint page on iKnow

·      To undertake and self-development or training, appropriate to the post and within the capability of the post-holder

·      Other duties as set by Director of Marketing

Qualifications

Essential

  • Exposure to and interest in corporate marketing
  • Customer and vendor relations experience
  • Knowledge of standard computer application skills, such as Word, Excel, PowerPoint, etc.

Desirable

  • Experience in a software sales/marketing environment a plus

·         Marketing experience in Healthcare and/or Software

·         Knowledge of Office 365 and SharePoint

 

Key Characteristics

ESSENTIAL

Passion and Determination

·      Is goal-oriented and enthusiastic; is energized by challenges; has a strong work ethic and a positive, “can-do” attitude when faced with obstacles

Independence/Self Confidence

·      Figures things out independently in ambiguous or unstructured situations; is comfortable with taking risks going into a novel situation; directly addresses or raises issues of concern to him/her

Teamwork

·      Ability to collaborate effectively with people of comparable talents and different strengths; avoids being argumentative; willing to pitch in and do the mundane things that need to be done; treats people at all levels and all roles with respect

Efficiency and Attention to Detail

·      Committed to tasks while adhering to time-line; ability to balance multiple tasks simultaneously without details falling through the cracks; has high standards for thoroughness, completeness and accuracy

Interpersonal/Social Skills

·      Adapts approach to be effective working with different people; is comfortable interacting with people who are more senior or more experienced than them; is friendly, personable and engaging

Education and Training

Required

·         Bachelors Degree

Desirable

·         2 years related experience

·         Marketing related degree

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