Sales & Marketing Assistant

The successful candidate will be responsible for coordinating departmental administration, documentation, procurement, payments, meetings, marketing materials and activity calendars. This role is suited to someone who is structured, responsive and able to follow multiple tasks through to completion.

Key Responsibilities

Departmental Administration

• Provide daily administrative support to the Sales and Marketing Department.
• Manage departmental correspondence, telephone calls, meeting requests, appointments and calendars.
• Schedule internal and external meetings and coordinate meeting logistics.
• Prepare agendas, take accurate meeting notes and follow up on agreed action points.
• Maintain organised digital and physical filing systems for departmental documents.
• Update departmental trackers, databases, contact lists and records.
• Support the preparation and formatting of reports, presentations, proposals and other documents.

Procurement and Payments

• Prepare purchase orders and supporting documentation for marketing and sales activities.
• Obtain quotations and coordinate approvals in accordance with internal procedures.
• Maintain accurate records of departmental expenditure, procurement requests, contracts, invoices and payments.
• Monitor deadlines, pending approvals and outstanding supplier payments.

Marketing Materials and Inventory

• Maintain an updated inventory of brochures, promotional materials, branded items, banners and event equipment.
• Coordinate the storage, distribution and replenishment of marketing collateral.
• Report low stock levels, damaged materials and outstanding deliveries.
• Coordinate the delivery of materials to events, meetings, customer visits and other activities.
• Maintain the department’s archive of photographs, videos, presentations and communication materials.

Events and Activity Coordination

• Maintain the Sales and Marketing events and activities calendar.
• Support the logistical organisation of conferences, exhibitions, trade fairs, workshops and corporate events.
• Coordinate venues, registrations, invitations, transport, catering, materials and supplier requirements.
• Liaise with internal departments and external service providers to ensure activities are delivered on time.
• Support the preparation of attendance lists, event files and post-event documentation.

Candidate Profile

The ideal candidate should have:

• A diploma or degree in Business Administration, Marketing, Communications, Management or a related field.
• At least two years of experience in administration, marketing support, sales support, procurement or office coordination.
• Strong organisational and time-management skills.
• Excellent attention to detail and document-management ability.
• Excellent written and verbal communication skills in Portuguese and English.
• Good knowledge of Microsoft Word, Excel, PowerPoint and Outlook.
• The ability to manage several tasks simultaneously and follow them through to completion.
• A professional and service-oriented approach when dealing with colleagues, clients and suppliers.

Experience with CRM systems, events coordination or marketing-material management will be considered an advantage.

Personal Attributes

• Highly organised and dependable
• Accurate and attentive to detail
• Proactive in following up on pending matters
• Professional and discreet
• Able to work under deadlines
• Strong team player
• Comfortable handling routine administrative work