Brief Overview of Department / Job Purpose

The International Marketing Department is tasked with growing leisure tourism from the overseas markets and Consumer PR plays a valuable and integral role in achieving this.

Reporting to the International Consumer PR Managers, the PR Assistant will work with the International Consumer PR team to provide high quality and well-organised admin support.

Location

Based in Edinburgh. There will be limited UK travel with this position.

Dimensions

The post holder will need to deliver a workload set by a team of colleagues as well as immediate, adhoc requests, so impeccable time management and prioritisation skills as well as meticulous attention to detail is essential to ensure the smooth running of the team.

Principal Accountabilities

  1. Provide administration support for International PR team on specific projects - issuing press materials, fielding media enquiries and taking messages as required.
  2. Raise purchase orders and invoices on behalf of the team and ensuring precise records are inputted into appropriate records on a daily/weekly basis.
  3. Support team to effectively evaluate activity by ensuring copies of all coverage are gathered, logged and sent to the evaluation agency under direction from team
  4. Manage the International Consumer PR activity log, ensuring that data input, evaluation of records and reporting are approached with attention to detail at all times.
  5. Assist with the compilation of regional reports as required from activity log.
  6. Collating materials for use at events or in day-to-day activity, such as loading usb press kits, arranging overseas deliveries, preparing press welcome packs.
  7. Operate an archiving and storage system on behalf of the team.
  8. General administrative duties such as booking meeting rooms, organising team meetings, collecting and distributing mail, at the instruction of the managers.

Contextual Information

  • As the International Consumer PR team operates in a busy, fast moving environment with the need to meet deadlines, the post-holder will need to constantly re-prioritise tasks.
  • With 4 executives and 2 managers to work with, the post holder will need to manage their own work load and report on project progress at any given time.
  • Some Scotland product knowledge would be advantageous to the job.
  • The post holder will need to liaise with people at all levels, so excellent people and diplomacy skills are essential.
  • Language skills are not a pre-requisite but are advantageous

Organisational Chart

Knowledge/Skills and Experience

  • Excellent planner, highly organised with first-rate communication skills
  • Able to work to deadlines and enjoy working in a fast moving environment
  • Flexible, able to prioritise and show initiative under pressure
  • Strong time management skills
  • Proficient in all aspects of Microsoft Office
  • Knowledge of financial accounting systems such as Sage - training would be given for this
  • Database management experience desirable
  • Good knowledge of Scotland desirable

Competencies

  • Teamwork: The willingness and ability to work co-operatively and supportively with your colleagues, developing positive, open working relationships in order to solve problems and to achieve business goals.
  • Focus on Service: The desire to anticipate, meet and exceed the needs and expectations of customers. This implies working together and building long-term customer relationships and focusing one’s efforts on delivering increased customer value. A customer may be internal or external to Visit Scotland.
  • Flexibility & Change: The ability to adapt and respond positively to a variety of situations and people in order to meet changing priorities in the role and in the organisation as a whole. It involves changing quickly to new priorities and ways of working, maintaining effectiveness in order to deliver the desired result.
  • Honesty & Consistency: The ability to demonstrate open, honest and ethical behaviour in all dealings with customers, clients, colleagues, suppliers, partners, the public and governments. It is about being open and honest and acting consistently with Visit Scotland values at all times.

HR Consultant122/09/2018