Marketing Admin

Position Overview

We are seeking a highly organized and detail-oriented Marketing Admin to join our dynamic team. In this pivotal role, you will serve as the backbone of our marketing operations, ensuring seamless execution of events, meticulous record-keeping, and adherence to company policies. Your expertise in project management, vendor coordination, and administrative support will be instrumental in driving the success of our marketing initiatives. If you thrive in a fast-paced environment and possess a passion for operational excellence, this is the ideal opportunity for you to contribute to our organization’s growth.

Key Responsibilities

The Marketing Admin will play a critical role in supporting the planning, execution, and post-event management of meetings and events. Your responsibilities will include:

• Policy Compliance and Coordination: Ensure strict adherence to company policies and procedures, particularly those related to meetings, events, and Thought Leader Management and Planning (TLMaP). Act as a liaison between meeting owners and stakeholders to facilitate smooth event planning and execution.
• Event Planning and Logistics: Maintain a systematic calendar of events and collaborate closely with meeting owners to secure all pre-requisite requirements, including external permits and compliance documentation. Utilize designated meeting registration technology to manage registrations, approvals, and required documentation in a timely manner.
• Strategic Project Management: Lead the end-to-end execution of internal events, from conceptualization and planning to logistics management. Work in tandem with Customer Meeting Services (CMS) to ensure flawless event delivery and alignment with strategic objectives.
• Documentation and Reporting: Oversee pre- and post-event requirements, ensuring all documentation is complete, accurate, and uploaded promptly. Handle post-event tasks such as meeting documentation, tracking reports, payment processing, supplier evaluations, expense allocation, and chargebacks with precision.
• Vendor and Financial Management: Collaborate with the Vendor Management Specialist to maintain an organized inventory of marketing materials. Manage Purchase Requisitions (PR) and vendor payment requests, ensuring all supporting documents are secured before commitments and payments. Conduct Operating Expense (OpEx) analysis and facilitate regular meetings with meeting owners to track and allocate expenses accurately.
• Compliance and Record Management: Uphold the highest standards of business integrity by conducting due diligence on third parties and securing necessary agreements. Maintain meticulous records of all business-related documents, ensuring strict compliance with privacy and record retention policies.

Qualifications and Skills

To excel in this role, you should possess the following qualifications and competencies:

• Experience: Minimum of 2-3 years of administrative support experience, with a strong background in event management.
• Project Management: Proven ability to manage multiple projects simultaneously, ensuring deadlines and objectives are met.
• Analytical and Problem-Solving Skills: Strong decision-making capabilities with a focus on identifying and resolving issues efficiently.
• Organizational Excellence: Exceptional planning and organizational skills to streamline processes and enhance productivity.
• Communication and Collaboration: Excellent written and verbal communication skills, with the ability to interact effectively with cross-functional teams and third-party vendors.
• Customer Focus: A commitment to delivering high-quality service and building strong relationships with stakeholders.
• Attention to Detail: Meticulous approach to tasks, ensuring accuracy and compliance in all documentation and processes.
• Resilience Under Pressure: Ability to thrive in a fast-paced environment and manage competing priorities with composure.

Why Join Us?

As a Marketing Admin, you will have the opportunity to work in a collaborative and innovative environment where your contributions directly impact the success of our marketing initiatives. This role offers professional growth, exposure to diverse projects, and the chance to develop expertise in event management and administrative operations. If you are a proactive problem-solver with a passion for operational excellence, we encourage you to apply and become an integral part of our team.