Personal Assistant - Marketing Directors

VMware - Company Overview

Job Overview

This position is responsible to perform professional and administrative support to a group of Marketing Directors based from our EMEA Headquarters in Frimley. The position functions under minimal supervision.  Work is often done without established procedures.  Contacts are frequent within and outside of the company and involve obtaining or providing information on matters of some importance to the company and may be of a sensitive nature.

Job Title

Personal Assistant

Key Responsibilities

• Organize workflow by reviewing correspondence and determining importance of such, before distributing to Directors
• Screen and direct incoming calls, correspondence and visitors
• Answer questions and furnish information to keep the executive's time free of minor detail work
• Responsible for the orderly establishment, maintenance and retrieval of information and correspondence on a daily basis to ensure immediate access to files
• Compose and edit correspondence on behalf of the executive
• Schedule appointments and coordinate arrangements for meetings ensuring the executive meets the commitments
• Coordinate and arrange all domestic and EMEA travel
• Gather data from a variety of sources for inclusion in reports and presentations; prepares information for special projects as required
• Interpret and relay company policy information; keeps executive informed of any deviation on items that may require personal attention and approval
• Act as a liaison between groups under the responsibility of the executive
• Attend designated conferences and meetings, taking and transcribing minutes
• Handle confidential material relevant to company operations
• Prepare information for senior management meetings

• Maintain key information on analysts and press
• Be an additional point of contact for the PR agencies
• Maintain key PR information including database and reports
• Prepare PowerPoint presentations
• Organise meetings and WebEx

Work Experience

Extensive related work experience required, preferably within a technology company or within a marketing function.

Skills

• Extremely well organized
• Flexible
• Ability to work under pressure
• Expert knowledge of MS Office (Word, Excel, PowerPoint)& OUTLOOK
• Solid experience of Oracle (raising PR’s & PO’s)
• Experience of setting up Webex
• Excellent phone etiquette
• Discrete and confidential nature (maintains confidentiality)
• Make sound judgment calls
• Work independently and accurately
• Possess a high degree of skill in disseminating information
• Outstanding written and verbal communication skills
• Outstanding interpersonal skills
• Outstanding organizational skills and ability to manage multiple Execs
• Able to understand department specific technical information
• Able to seek outside resources as needed
• Able to interface with high-level internal and external contacts
• Establish professional relationships as a means to achieve business results
• Influence others positively to implement change
• Awareness of manager's goals as well as department goals and objectives
• Demonstrate basic understanding of product development process
• Business acumen
• Able to prioritize and track department wide activities
• Booking EMEA travel (flights, hotels, taxi’s etc..,)
• Experience of organizing external and internal meetings and events
• Completing expenses (including checking team expenses)