Personal Assistant and Community Manager

Kickstart Your Global Career with an International Role

Ready to transcend the boundaries of your current career Our client s new position is your passport to an exceptional professional journey without ever leaving your home country. Imagine stepping into a career that stretches your horizons allows you to make a global impact and offers an experience like no other. Take your work life to unparalleled heights as you navigate the pet industry making your mark on a global stage. Our client an ecofriendly pet products and services company will connect you with experts and pet lovers alike from all corners of the globe. If youre seeking a role that will empower you to build your future and help furry friends across continents this is the adventure youve been waiting for.

As an Executive Assistant you will play a crucial role in maximizing the CEOs daily contributions by delivering highquality proactive administrative support. Your responsibilities will involve ensuring the CEOs seamless workflow and facilitating efficiency in daily operations.

Work Experience:

• Previous internships and work experience in PA & Office Management would be valued
  

Education and computer skills:

• Qualified in Business Administration or other
  
• Good MS Excel skills including formulas
  
• Excellent PowerPoint skills
  
• Very computer proficient (advanced user) of other Microsoft software including Word & Outlook
  

Research skills:

• Strong research skills using internet and industry reports and data to both collect and interpret data into insight and recommendations
  

Organizational & interpersonal skills:

• Language: must be proficient English speaker and writer
  
• You will need to demonstrate excellent attention to detail
  
• Able to work autonomously and to show initiative be a self starter
  
• A quick learner you can pick up things quickly
  
• A reliable accountable person that takes enormous pride in their work and takes direction well
  
• Extremely organised with an ability to work on multiple projects in a fast paced deadline driven environment
  
• An animal lover!
  
• Whilst you can work autonomously and with minimal supervision you must be a team player and fit the Rufus & Coco Culture
  

PA (Personal Assistant) 40%

• Working closely CEO Anneke van den Broek to provide administrative support on a onetoone basis to make the best use of her time by dealing with administrative tasks.
  
• Providing timely research and findings as needed eg compilation of pricing of services in areas
  
• Organizing and attending meetings including location bookings as needed and ensuring the CEO is well prepared for meetings
  
• Organizing team events catering/ venues etc
  
• Respond as needed to Linked In and Emails on CEO s behalf
  
• Devising and maintaining office systems including data management and filing
  
• Arranging travel visas and accommodation
  
• Screening phone calls enquiries and requests and handling them when appropriate
  
• Organizing and maintaining diaries and making appointments
  
• Producing documents briefing papers reports and presentations.
  
• Liaising with clients suppliers and other staff
  
• Ensuring filing systems are maintained and up to date
  
• Keeping master sheets and passwords up to date at all times
  
• Periodically transferring points off AMEX
  

Home/ Other

• Assisting with personal administration for Anneke kids and household
  
• Keeping on top of children s communication; complete forms as needed newsletters/ portals
  
• Scheduling and pay for children s activities
  
• Paying bills on request
  
• Getting quotes and organise service people for home as needed
  
• Purchasing items as requested
  

Sales Administration 30%

• Documentation Complete customer specific forms and paperwork with 100% accuracy as requested by Business Manager. Often information needs to be inputted into a portal.
  
• Responding to sales enquiries and follow up and qualify as required; including export customers as directed
  
• Presentations Assist in the compilation of sales presentation Present send samples and sell company products to current and potential clients in order to meet sales targets; including training as directed. Majority via phone/email / Video Conference
  
• Planning Assist in the preparation of sales strategies to achieve budget; this requires an understanding of the competitors
  
• Price audit pricing as needed
  

Trade Marketing 15%

• Ensuring promotions are captured weekly with grocery retailers and monthly for pet specialty note any major competitor activity
  
• Trade Marketing Assist with Australian retailers promotional program / trade marketing plans All SKUs promoted at least once per annum with all retailers alternated promotion (no clashes) and assist with International Retailers Promotional program.
  
• Ensuring any changes to promotional plans are captured in the planner & communicated to marketing team
  
• Reviewing promotional effectiveness for pet speciality customers
  
• Tracking all trade marketing invoices compare to what we have agreed
  
• Saving all catalogues/EDM/customer material for all Rufus & Coco products
  
• Loading promotions onto the customers systems/portals according to their specific requirements
  
• Ensuring our products on customer websites have the most current assets & product content shown at all times
  
• Briefing & assisting Creative team to reformat existing assets to fit customer requirements
  

Business Support 15%

Team Happiness 10%

• Executing on time the people plan including learning lunches/ champagne for anniversaries and new starts; certificates for team days etc
  
• Keeping a log of all rewards on a confidential sheet
  
• Maintaining records of reviews start dates and anniversaries
  
• Maintaining the unicorn awards and 11@ roster
  
• Keeping Organization Chart up to date at all times.
  

Office/ Building Management 5%

• Providing Office administration or ad hoc tasks as required to ensure the smooth running of the office
  
• Purchasing furniture stationary and other supplies as needed
  
• Ensuring the cleaning roster is adhered too
  
• Addressing repairs/ maintenance internally or externally as required
  
• Assisting in ordering equipment as directed
  
• Getting quotes and organise service people for property maintenance as needed
  

Consumer Community Management As required

• Acting as a back up to the Customer Service Executive to manage the Rufus & Coco community! Acting as the main point of contact for consumer enquiries and provide pawesome customer service according to KPI s and ensuring communication is on brand; this includes resolving complaints
  
• Monitoring all consumer communication channels including Social Media. Phones Emails OLark LiveChat. This is done via Gorgias; Messenger; Timely and Phone.
  
• Maintaining the standard response file
  
• Managing customer reviews via external platforms and retailers eg Product Review and achieve a four star rating for Rufus & Coco
  
• Completing monthly report by 15th of month thereafter
  
• Weekly update summary on the enquiries and issues customer service channel on SLACK (which is shared with the team)
  
• Managing all the calls coming into the salons. Take/ change bookings as required. Occasionally proactively call customers as directed
  
• Training other team members as required
  

Other Tasks As Directed

• Ensuring process documents/ master sheets are maintained for all the areas noted above.
  
• Developing sound working relationship with suppliers external agencies consultants and fellow team members as required.
  
• Managing other tasks as directed
  

Purpose:

• Enable the CEO to maximise her day/ contributions by providing high quality proactive administrative support.
  
• Provide support to the sales team and accounts to the business and team run efficiently and achieve their goals
  
• Provide timely trade marketing support to help drive the maximum sales for our products
  
• Provide support to the business to ensure it and the team run efficiently
  
• Assist as required in the sound management of the various forms of contacts from the Rufus & Coco community
  

KPI s:

• Timely and accurate support as per CEO and Sales requests
  
• On time support of the actions required in the People playbook to manage the Rufus & Coco culture
  
• Response time 24 hours
  

• An experienced and enthusiastic team in an established and stable company with huge growing potential.
  
• Permanent Work from home arrangement.
  
• Access to topoftheline facilities and technologies.
  
• HMO coverage upon regularization.
  
• Day shift schedule (6:00 AM 3:00 PM).
  
• 20 leave credits consumed at your discretion with up to 5 days commutable to cash.
  
• Exposure to worldclass and highlevel foreign clients and partners.
  
• Employee engagement activities.
  

Our client is a visionary organization dedicated to enhancing the lives of pets and their owners fostering a belief that strong pet relationships contribute to a better world. Specializing in highquality innovative and ecofriendly pet products our client has become a beloved Australian brand with a global reach spanning North America Singapore New Zealand and more. Their commitment extends beyond products to the operation of premier dog and cat grooming salons in Australia showcasing a holistic approach to pet care.

Discover a world of possibilities at Emapta where your career takes flight in stability and growth. Join a team that thrives on camaraderie supporting each other to achieve excellence together. Experience the satisfaction of being recognized for your contributions with competitive compensation packages that reflect your skills and commitment. Immerse yourself in a positive work culture that encourages collaboration innovation and personal development. We provide you with the platform for your success empowering you to reach new heights in a supportive and inclusive environment.

With a wide roster of international clients from various industries and a proven track record of success Emapta offers a stable foundation for your career. Team up with likeminded professionals who are passionate about making a meaningful impact through premium global opportunities at your fingertips. Apply now and create a better future with us.

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