PA / Marketing and Business Support

Our client literally makes money!  They design and produce coins and medals, mainly for commemorative occasions such as Royal weddings, christenings, military anniversaries etc.  It's a fascinating business - a real success story, demonstrated by over 40 years in the business and still going strong.  The business continues to grow and they now need a first class PA / Business Assistant to help the Sales Director and other members of the management team.  You may be required to travel with the Sales Director from time to time (attending international meetings and trade shows), and you will need to have the intelligence to really grasp what the business does, so that you can add real value and contribute towards the various projects they work on.

PA Support

• Manage Sales Director’s (SD) diary to help him prioritise his workload and meet deadlines
• Responsible for daily administrative and secretarial duties for the SD – co-ordinate and manage day to day activities that include: email management, scheduling meetings, agendas, screening telephone calls/visitors, contact lists management
• Minute taking
• Preparing expenses for the SD
• Manage UK and international travel planning, including transport, accommodations, itineraries, schedules, and necessary visas.
• Maintain effective administrative procedures and propose improvements.
• Provide occasional PA support to the Chairman (travel / meeting / ah-hoc requests)

Sales and Marketing and Project Support

• Plan and coordinate internal/external meetings. Take minutes at Meetings, tracking Action Points and crucial deadlines.
• Working with the SD and other departments to assist in new product and project development for coins and medals. Coordinating with departments making sure everything is accounted for.
• Attending exhibitions and trade shows
• Liaise with industry partners and suppliers regarding project management deadlines.
• Assisting the SD in new customer acquisition
• Research on upcoming anniversaries for key new products
• Working with the website designers, with a basic ability to manage minor tasks such as updating the website with new coins and new updates. 
• Liaising with procurement team and on occasion suppliers on collaterals for show products (capsulation, boxes, certificates)
• Supporting other departments with project queries

Customer relations

• Responding to incoming calls from clients if the sales / reception team are unable to assist.
• Taking customer details and assisting the SD in the completion of proposals and quotations.
• Responding to key account queries and relaying details to SD as well as other departments when necessary.

Document management

• Proposals
• Updating presentations & documents for external sales meetings
• Past quotations
• Designs
• Creation of customer die sheets, critical paths, PO checking/ review.
• * Editing of coin designs using Adobe Suite Creation of basic packaging design when required- predominantly an IOM domestic issue requirement.

  Issuing Authority

• Creation and submission of formal proposals to Governments (Isle of Man, Gibraltar)
• Liaising with issuing authorities to track progress and approvals
• Communicating progress with customers via Proposal tracking and critical path (fortnightly).
• Providing communication channel for IOM Government and relaying outstanding tasks to Director to advise.