SUMMARY:

PURPOSE OF THE ROLE

To provide day-to-day assistance, coordination and administrative support to Marketing Director and the broader Sales function, while acting as the central coordination point NGO.
The purpose of the position is to create control, visibility, discipline and follow-through across three areas:

1. NGO coordination and administration
2. Sales, database, complimentary booking and commercial administration
3. Day-to-day and personal assistance to Marketing Director

 

ROLE ARCHITECTURE

This position operates across three connected functions.

A. NGO

Central coordination, budget administration, project tracking, GM coordination, Board administration, reporting and follow-through, reporting through, Operations Assistant, then to the Board with the CEO.

B. Commercial Administration

Agent and corporate databases, trade administration, site inspections, FAMs, complimentary and special-rate bookings, commercial records, sales meetings and follow-up.

C. Assistant Support

Diary, appointments, travel, preparation, correspondence, actions, meetings and day-to-day organisation of Marketing Director.
 

Responsibilities

• Maintain one consolidated overview of all projects.
• Maintain regular communication with every General Manager.
• Ensure each property has clear accountability for its NGO activities.
• Obtain project proposals and motivations from GMs.
• Coordinate projects through the appropriate approval process.
• Communicate approved decisions back to the GM.
• Track implementation.
• Monitor deadlines.
• Collect progress information.
• Follow up missing information.
• Maintain documentation.
• Identify stalled projects.
• Escalate risks and unresolved matters.
• Ensure completed projects are formally closed and recorded.

 

BUDGET & FUNDING CONTROL

Maintain an accurate consolidated budget and supporting project breakdown in conjunction with Finance. For every geographic area maintain visibility of:

• Approved annual allocation
• Project funding requested
• Project funding approved
• Amounts committed
• Amounts actually spent
• Approved but unpaid commitments
• Donations received
• Remaining available funding
• Outstanding documentation
• Expected forthcoming funding requirements

Reconciliation

• Reconcile financial information with Finance.
• Highlight discrepancies, missing information, budget pressure or unexpected commitments.

MASTER FOT PROJECT REGISTER

Maintain a single master register showing at minimum:

• Property
• Geographic area
• Project
• Beneficiary
• Project purpose
• GM responsible
• Project contact
• Start date
• Target completion date
• Current status
• Funding requested
• Funding approved
• Committed amount
• Amount spent
• Remaining requirement
• Donation details
• Key milestone
• Risks/issues
• Next action
• Action owner
• Action due date
• Documentation outstanding
• Content/photography available
• Outcome/impact
• Closure date

 

IMPACT, PR & CONTENT COORDINATION

Work with General Managers and Marketing/PR to identify meaningful FOT stories and opportunities.

• Project updates
• Photographs
• Video where appropriate
• Project milestones
• Beneficiary information
• Conservation achievements
• Donation handovers
• Events
• Impact stories

Ensure information supplied to Marketing/PR is accurate and that privacy and consent requirements are appropriately considered before material is supplied for publication.
 

SALES & DATABASE ADMINISTRATION

Take responsibility for the core administrative functions contained within the Sales and Database Administrator .

• Maintain agent and relevant corporate databases.
• Maintain accurate contact and account information.
• Capture sales meeting notes.
• Maintain account histories.
• Coordinate new agent administration.
• Coordinate STO application administration.
• Maintain approved rates and contract documentation.
• Coordinate agent allocation administration.
• Update sales-trip and trade-show information.
• Maintain follow-up records.
• Maintain supporting commercial documentation.
• Regularly clean and update databases.

 

TRADE SHOW & SALES TRIP SUPPORT

Provide full administrative support before and after Marketing Director sales trips, market visits and trade shows.

Before

• Coordinate appointments.
• Manage diary.
• Prepare itinerary.
• Prepare relevant account information.
• Identify previous activity and outstanding actions.
• Prepare approved collateral and documentation.
• Ensure Alistair has the information required for each appointment.

After

• Capture meeting notes.
• Update database/CRM records.
• Prepare required follow-up.
• Capture commitments.
• Allocate actions.
• Establish due dates.
• Diary future contact.
• Monitor outstanding actions.

 

SITE INSPECTIONS &  TRIPS

Coordinate the administrative process for approved agent inspections, overnight inspections,  trips, trade hosting and corporate inspections where applicable.

• Required approval is obtained.
• Dates and availability are confirmed.
• The booking is correctly made.
• The hosting person is identified.
• The GM/property is fully briefed.
• Flights/transfers are coordinated where approved.
• An itinerary is available.
• Objectives are understood.
• Necessary follow-up takes place.

COMPLIMENTARY, HOSTED & SPECIAL-RATE BOOKINGS

Act as the central administrative controller of approved complimentary, hosted, industry, owner-authorised and special-rate bookings.

• Obtain written approval.
• Establish availability.
• Ensure the correct rate/authorisation is used.
• Capture guest and company information.
• Capture purpose.
• Capture approved inclusions.
• Record billing instructions.
• Properly brief the property.
• Maintain the central register.
• Track amendments or cancellations.
• Track agreed commercial, media or trade deliverables where applicable.

Maintain visibility of the normal booking value versus approved value where this information is required for management reporting.
 

Diary Management

Take active responsibility for:

• Appointments
• Internal meetings
• Agent meetings
• Trade appointments
• Board/FOT commitments
• Sales travel
• Property visits
• Calls
• Preparation time
• Important deadlines
• Follow-up time

Maintain sufficient visibility ahead so that Alistair is prepared rather than reacting.

TRAVEL & ITINERARY COORDINATION

Coordinate approved business travel for Alistair Leuner, including where applicable:

• Flights
• Accommodation
• Transfers
• Registrations
• Appointments
• Travel documentation
• Contacts
• Confirmations
• Itinerary changes
• Supporting documents

POSITION INFO:

KEY PERFORMANCE INDICATORS

Performance should be measured by the degree of control achieved, not the volume of administration performed.

• Master project register accurate and current.
• Approved funding and expenditure reconciled with Finance.
• No material project progresses without the required approval.
• GM project reporting received and followed up.
• Board/management actions tracked to closure.
• Project documentation complete and readily retrievable.
• Budget exceptions identified early.

Commercial Administration

• Database information accurate and current.
• Trade-show/sales-trip follow-ups recorded.
• Site inspections and FAMs accurately coordinated.
• Complimentary/special bookings supported by appropriate approvals.
• Commercial documents properly filed and retrievable.

Assistant Support

• Diary accurate and controlled.
• Important meetings properly prepared.
• Travel arrangements consolidated and accurate.
• Alistair’s commitments captured and followed through.
• Overdue actions actively managed.
• Alistair is not unnecessarily spending senior management time chasing information, bookings, documents or routine administrative actions.

 

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