Commercial Manager Assistant

The Commercial Manager Assistant will be supporting, at both, organisational and executive level the Commercial Manager as well as assisting him in the day-to-day management of activities. The assistant would facilitate his work and acting as the first point of contact between the Manager and other people inside and outside the organisation.

Key Responsibilities:

• Organising and managing the Manager's diary/schedule, arranging appointments and business meetings, and maintaining contact with stakeholders.
• Drafting correspondence and handling incoming and outgoing communications, filtering and managing telephone calls from agents, customers, and external staff/collaborators.
• Managing the Commercial Manager's and Commercial Department's archives and correspondence.
• Organising meetings, booking and managing meeting rooms, and welcoming guests.
• Taking meeting minutes, drafting documents and written materials, preparing presentations for meetings or events, and managing other basic business formalities as needed, both in the UK and abroad (such as Italy).
• Availability to undertake occasional business trips.
• Preparing internal reports related to sales, agents, major works, and projects.
• Organising and providing support across the commercial team for customer communication as and when required.
• Maintaining SAP data entry of the Commercial Manager's purchase orders and providing approvals as delegated by the Commercial Manager.
• Verifying, by delegation of the Commercial Manager, the accuracy of expense claims submitted by staff reporting directly to the Commercial Manager.
• Managing all shared rooms and areas (meeting rooms, break rooms, print rooms), and reporting or overseeing any necessary maintenance work.
• Implementing and maintaining company procedures in accordance with the Manager's and parent company's guidelines.
• Managing the company’s paper and digital archives in line with parent company guidelines.
• Collaborating with the Marketing department to help organise company events.
• Attending trade fairs, conferences, and events in support of the Commercial Manager and the Commercial Department when required.
• Ensuring reasonable care is taken at all times for the health, safety, and welfare of oneself and others, and complying with the health and safety policies and procedures within the department.
• Being available to carry out tasks such as collecting documents on behalf of the company from public offices or post offices, or running occasional errands as needed.