Administration Assistant

Job Title

Administration Assistant

Role Summary

The role focuses on supporting the office with administrative tasks such as maintaining data integrity and supporting the Executive Assistant with marketing and diary-based tasks. Key responsibilities include overseeing the accuracy of company mailing lists and CRM data, helping to coordinate meetings and events and assisting with marketing initiatives. The role also involves handling sensitive information with discretion and serving as a communication liaison between the Directors and stakeholders.

The ideal candidate is proactive, detail-oriented, and possesses exceptional communication and organisational skills.

Key Responsibilities

1.Data Integrity

• Maintain and manage company mailing list (currently via Mailchimp) to ensure data is accurately held, regularly updated and maintained.
• Monitor CRM data held on our system (Cargowise), follow up with stakeholders as necessary to ensure complete and accurate data is held and provide reports as required.

2.Meeting Support

• Support with arranging and facilitating meetings including preparing agendas, distribute materials, and take minutes as required (internal and external).
• Assist in the organisation of special events, conferences, and off-site meetings

3.Travel Coordination

• Arrange domestic travel logistics, including train tickets, accommodations and transportation.
• Prepare detailed itineraries and travel packs for the Board and Directors as required.

4.Marketing and Merchandise

• Assist in the planning and execution of marketing initiatives, including newsletters, social media campaigns, events, and promotions.
• Collaborate with internal stakeholders to coordinate the creation and distribution of marketing materials.
• Ensure company corporate presentations are kept up to date and amended as required.
• Assist with Tender management, compiling response data and liaising with the Key Accounts team as required.
• Support the Executive Assistant as required to manage merchandise inventory, orders, and customer inquiries.

5.Confidentiality

• Handle sensitive and confidential information with the utmost discretion and professionalism.

6.Communication Liaison

• Serve as a point of contact between the Directors and internal/external stakeholders when required.
• Relay messages and instructions accurately and promptly.
• The above is not intended to be an exhaustive list and the job holder will be required to complete other duties at the discretion of the management.

Key Qualifications/Experience

• Previous administration experience in an office environment.
• Exceptional organisational and time-management skills.
• Strong written and verbal communication abilities.
• Proficiency in office software and calendar management tools.
• Discretion and confidentiality in handling sensitive information.
• Ability to work independently, prioritise tasks, and meet deadlines.
• Excellent interpersonal skills and a professional demeanour.

Desired Experience

• Bachelor's degree or relevant certification is a plus.
• Ideal candidate will have previous experience in minute taking, database management and Adobe Creative Cloud (Acrobat Pro, Indesign, Photoshop etc).