Admin Assistant Cider, Wine, Spirits

We Go Places! How about you?
Immediate Superior: Kavir Gangiah
Job Grade: 07
Location: Johannesburg
Function: Commerce
Sub Function: Commerce - Marketing - Brand Management
Type of Contract: Permanent
Reference Number: 127226
Closing Date: 27/12/2024

Purpose of the job:

We are looking for a proactive and detail-oriented Administrative Assistant to support our Marketing team. The ideal candidate is organized, has excellent communication skills, and is passionate about marketing. This role is essential in ensuring smooth operations within the Marketing department, supporting key marketing initiatives, and coordinating administrative tasks.

Key Responsibilities:

1. Administrative Support: Assist with day-to-day administrative tasks, including scheduling meetings, managing calendars, organizing files, and handling correspondence.
2. Project Coordination: Support marketing campaigns and projects by organizing meetings, preparing reports, and coordinating with vendors and stakeholders.
3. Data Management: Maintain and update databases, spreadsheets, and other marketing-related documents, ensuring accuracy and easy access for the team.
4. Content Support: Assist in drafting, proofreading, and distributing marketing materials such as newsletters, social media posts, and presentations.
5. Event Planning: Help organize marketing events, webinars, trade shows, and other promotional activities, including venue booking, attendee coordination, and material preparation.
6. Budget Tracking: Monitor marketing budget expenses, process invoices, and track spending in collaboration with the Finance team.
7. Research: Conduct research on competitors, market trends, and potential partnerships to assist with marketing strategies.
8. Customer and Client Relations: Handle inquiries from clients, customers, and stakeholders, providing information or directing them to appropriate team members.
9. Alerting team members about impending deadlines thereby triggering follow-up action to allow for high efficiency levels.
10. Maintain the Team’s office systems, including data management and filing.
11. Screen calls, enquiries and requests, and deal with them as and when appropriate.
12. Produce documents, briefing papers, reports, and presentations for the Team.
13. Schedule appointments with clients and make sure that the clients have received all relevant documents on time.
14. Communicate effectively and re-route urgent matters for the relevant stakeholder’s attention.
15. Perform all administrative duties including filing & scheduling of meetings and minutes taking.
16. Track and manage payment of invoices / vendors’ application/ registration and create Purchase Requisitions & Orders.
17. Processing on COUPA
18. Coordinate flight and accommodation arrangements, event, and conference co-ordination, uploading contracts and agreements, budget reports and manage the budgets for the department.
19. Build effective relationships with external and internal stakeholders.
20. Drive continuous improvement within the area of responsibility.
21. Ordering of promo liquor for events, activations, sampling, influencer drops, media drops etc.
22. Follow Heineken Beverages’ policies and procedures and identify opportunities for continuous improvement.

Job Requirements:

1. Education

• A certificate or diploma in Marketing and or Office Administration

2. Experience:

• Minimum of 2 + years proven admin experience within a similar environment.
• Knowledge and experience with complex travel and flight itineraries.
• Experience of working with teams of people.
• Excellent Diary Management with the ability to always pre-empt and look ahead.
• Essential experience in Microsoft Office- Outlook/Word/Excel/PowerPoint and SAP experience will be advantageous.
• Strong administrative, organizing, and numerical skills.
• Maintain a high level of confidentiality and professional demeanor.
• Excellent interpersonal and communication skills (verbal and written).
• Must be able to work independently, accurately and under pressure.
• Strong numeracy skills.
• High attention and adherence to detail.
• Be able to communicate and work across functions.
• The ability to multi-task.
• A self-driven, pro-active and motivated person with an open mind and a positive work ethic.

The Company’s approved Employment Equity Plan and Targets will be considered as part of the recruitment process. As an Equal Opportunities employer, we actively encourage and welcome people with various disabilities to apply. Heineken Beverages (South Africa) (Pty) Ltd) is committed to an organisational culture that recognises, appreciates and values inclusion and diversity. You must be fully eligible to live and work in South Africa to apply.