Personal Assistant – Consumer Division – Pharmaceutical Company (Gauteng) Full Time

2025-05-23
Provide comprehensive administrative and operational support to the Key Account Manager and Consumer Sales Department, ensuring alignment with leadership priorities and smooth execution of sales operations.

Job Description

General Administrative Duties:

• Diary management, including scheduling and prioritizing appointments and meetings
• Coordinating and booking domestic and international travel arrangements
• Preparing and reconciling expense reports and invoices
• Managing incoming and outgoing correspondence (emails, calls, letters)
• Preparing and formatting documents, presentations, and reports
• Organizing and maintaining physical and electronic filing systems
• Coordinating meeting logistics, agendas, and minute-taking
• Handling general office support tasks and vendor coordination

Sales Operations & Reporting:

• Collate, track, and maintain daily, weekly, and monthly sales data across FMCG retail customers, including buy-in, sell-out, and promotional performance.
• Develop and maintain trackers for distribution gains, onboarding progress, and promotional compliance to ensure visibility and accountability.
• Update internal systems (e.g., Smartsheet, Power BI dashboards) and follow up with internal stakeholders on outstanding actions and deadlines.

Promotional & Campaign Support:

• Assist with execution tracking of promotional campaigns across regions, including compiling POP deployment plans, confirming deliveries, and gathering feedback/photos from field teams.
• Coordinate promotional calendars, campaign rollout schedules, and sales team briefings in alignment with key launch windows.
• Provide logistical support for customer blitzes, trade shows, and national launch events, including travel bookings and spend tracking.

Customer Onboarding & Compliance Support:

• Coordinate the onboarding process for new customers (e.g., wholesalers, buying group members, Masscash, and independent retailers), including the preparation of compliance packs and sign-off routing through finance, supply chain, and legal.
• Track and follow up on listing documentation, deal approvals, and promotional agreements to ensure timely execution across customer channels.

Business Review & Performance Consolidation:

• Compile quarterly and ad hoc business review decks using PowerPoint, consolidating sales performance, execution feedback, and key action points.
• Work with the BI and sales team to ensure reviews reflect current data, visual summaries, and execution scorecard highlights.

Budget & Claims Management:

• Reconcile trade spend, promotional deal trackers, and budget allocations across regional campaigns.
• Track and process travel claims for field teams and ensure alignment with approved spend frameworks.
• Support the Head of the Consumer Division in maintaining promotional budget visibility and expense reporting accuracy.

General working conditions (e.g. shift work, drivers’ license, specific tools, special clothing, environmental requirements, etc.)

• May be required to work overtime
• Driver’s license and own motor vehicle

Travel

May be required to travel to national meetings where necessary

Minimum Requirements

Education:

• Diploma or bachelor’s degree in business administration
• BCom degree would be advantageous

Experience:

• 3-5 years’ experience in a FMCG Consumer business would be ideal. Candidates with less experience will be considered.

Skills/physical competencies:

• Highly computer literate with advanced knowledge in Microsoft Word, Excel, PowerPoint, Outlook, and Pastel.
• Smartsheet Proficiency: Demonstrated ability to effectively utilize Smartsheet for workflow management, project tracking, data analysis, and collaboration across teams. Experience in building dashboards, creating automated workflows, and maintaining data integrity is essential.
• Strong organizational and time management skills.
• Excellent attention to detail and performance-driven mindset.
• Strong interpersonal and communication skills.
• Financial acumen and ability to manage budgets and claims effectively.

Qualities:

• Attention to Detail
• Performance Driven
• Strong Interpersonal skills
• Good communication skills
• Excellent Time management skills
• Self-motivated
• Strong financial acumen

Desirable skills & experience:

• Experience as a Sales Assistant in a pharmaceutical company within the consumer division.