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PR Assistant

Job Description

Minimum Qualifications

Degree in Corporate Communications or Diploma in Public Relations

Minimum Experience

5 years' very good experience in a similar position in the public relations / communications / marketing discipline

Minimum Competencies

  • Excellent English business communication skills (verbal and written)
  • Excellent Administrative skills (document and office management)
  • Very good intermediate Microsoft Excel, Word, Powerpoint and Office Outlook skills
  • Very good numeracy skills
  • Very good organisational skills
  • Good Conflict resolution skills for a win-win outcome

 

 

Attributes/Characteristics

  • Very good interpersonal skills
  • Self-starter with good time management and ability to prioritise
  • Attention to detail
  • Work well under pressure to meet urgent deadlines
  • A team player
  • A strict non-smoker
  • Ability to multi-task

 

Daily Duties and Responsibilities

Company Objective

PR Communications Consultant of Choice

Key Performance Areas

Existing and New Client Relationships

Key Performance Indicators

Attendance at Weekly Status Meetings

Measurements/Deliverables

  • Update workflow spreadsheets (current and archive versions) with new action items and deadlines; produce weekly task list and circulate timeously to team;
  • Timeous telephonic, e-mail and sms follow-up with owner-manager and all Company role players (writers, other staff, clients, media) regarding items as required on the above task-list / deadlines;
  • Assist with preparation of monthly, as required, PR Update Reports for each client as required by other staff;
  • Assist with perusal of TIMS feature lists for suitable features as required by owner-manager or other staff;
  • Obtaining final features list in a timely fashion to insert into workflow spreadsheet and task-list;
  • Preparation of monthly client PR metrics using Excel;
  • Research, recommend and develop Company’s and clients’ websites;
  • Carry out research as requested by owner-manager (e.g. energy industry).

 

Key Performance Indicators

Client and Media-related events, meetings, writers and media liaison

Measurements/Deliverables

  • Assistance with all client and media-related events and media liaison such as, RSVPs regarding media functions for clients, etc.;
  • Assist with client 6 month and annual PR Review documentation preparation and presentation as required by owner-manager or other staff;
  • Attend client and media-related meetings and / events with owner-manager or PR Account Manager from time-to-time as deemed necessary and appropriate by owner-manager.

 

Company Objective

PR Communications Consultant of Choice

 

Key Performance Areas

Media Liaison

Key Performance Indicators

Update and maintain media reports, lists, etc., on a weekly basis

Measurements/Deliverables

  • Send out new, final approved releases to target media distribution lists (general and features) on a daily/weekly basis (as required and instructed by the owner-manager);
  • Update Target media distribution lists;
  • Assist with preparation of Appeared in Press and Sent to Press both for each client and Company as a whole, as required by owner/manager or other staff;
  • Assist with the perusal of Newsclip SA’s Gate 5 website and downloading of electronic client clippings and forwarding these when required to the relevant client as required by owner-manager or other staff.

 

Key Performance Areas

Media Liaison

Key Performance Indicators

Press Releases

Measurements/Deliverables

  • Update and maintain electronic and physical client file copies of the FINAL version of all press releases and PR Update reports;
  • Update and maintain filing system for all past and current physical voucher copies of publications and checking these for client clippings;
  • General e-mail correspondence, telephonic and face-to-face liaison with clients and media as required.

 

Key Performance Areas

New Clients

Key Performance Indicators

New Business Proposals

Measurements/Deliverables

  • Assist with the preparation and typing of new business proposal documents, including Powerpoint presentations

 

Key Performance Areas

Office Administration Support

Key Performance Indicators

Meetings’ documentation

Measurement/Deliverables

  • Ensure supporting documentation is circulated to all role-players by no later than 12:00 the day before the meeting

 

Key Performance Areas

Office Administration Support

Key Performance Indicators

Collect Postnet post and Newsclip clippings as required but no less than once a week

General office support to owner-manager, Account Managers, writers or clients as required

Measurements/Deliverables

  • Ensure this is done timeously at owner-manager’s request as and when required but no less than once per week;
  • As required at the request of the owner-manager assist with the training of new Account manager on Company’s systems and processes.

 

Key Performance Areas

Office Administration Support

Key Performance Indicators

Administrative Support

Measurements /Deliverables

  • Answer telephone(s), taking messages and ensuring messages are passed on immediately on receipt;
  • Attend to general typing, faxing, photocopying, printing, binding, etc. needs;
  • Deliver and collect documents such as clippings and post;
  • Diary management for the owner-manager and self.

 

Key Performance Areas

Office Management

Key Performance Indicators

Support Services

Measurements/Deliverables

  • Research and recommend equipment upgrades (e.g. printers)
  • Manage Company’s Asset Register and allocation of Company Assets to employees
  • Ensure training manual is kept updated as Company’s processes and procedures change;
  • Ensure Office consumables and refreshments are replenished timeously;
  • Monitor and ensure office maintenance is carried out (e.g. light bulbs, painting, taps, doors, windows, building repairs, etc.);
  • Facilitate the services of the Office Cleaner;
  • Facilitate the Garden Service;
  • Ensure Company’s ‘CSI’ feral cats are given food and water daily

 

Key Performance Areas

Safeguard Company’s and its clients’ intellectual information

Key Performance Indicators

Electronic data media

Measurements/Deliverables

  • Maintain proper database management on Company’s personal / desktop computer for daily back-up purposes

 

Key Performance Indicators

Hard copy documentation/media

Measurements/Deliverables

  • Ensure filing is kept up to date on a daily/weekly basis in the relevant files on Company’s Office Premises
 
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