Executive Assistant - Marketing

Perform administrative duties for the Marketing Operations & Marketing Workshop Department and assist the Senior Manager in the Human Resource and administration of the Marketing Departments

RESPONSIBILITIES

• Plans, coordinates and attends meetings
• Prepares and sends minutes of meetings with follow-up action points
• Coordinates with travel agents / hotels for business trip of Managers / Staff
• Manages Senior Managers calendar
• Gathers and sends invoices to finance for supplier payments.
• Screens and follows up on internal and external calls.
• Attends client queries by phone and in person.
• Dispatches department documents via post, internal channels, and fax.
• Handles filing and archiving of documents.
• Monitors stock of booklets and reviews templates as needed.
• Informs maintenance/engineer team of office issues.
• Manages petty cash and records expenses.
• Monitors marketing expenses and corporate budget.
• Prepares letters for advertising sign permits.
• Handles billboard payments and contracts.
• Contacts suppliers for billboard repairs.
• Coordinates with courier companies for document/product dispatch.
• Organizes marketing materials transfer for Rodrigues.
• Raises internal purchase requests and follows up on deliveries.
• Prepares budget provision lists.
• Inputs budget data and prepares reports.
• Gathers documents for senior manager approval.
• Assists with event organization and attendance management.
• Input/ Finalises attendance. Leaves, overtime on Vipertex – payroll System. Check report and finalises & closes Payroll
• Prepares Special Allowance when required (Activation)
• Manages stationery orders and document binding.
• Coordinates IT equipment repair/maintenance.
• Receives material samples and assists with pest control.
• Supports brand managers on marketing projects.
• Assists with TCU Boardroom requirements.
• Processes IPR/GRN and dispatches documents.
• Any other cognate duties

• HSC Holder
• Computer literate
• Good communication skills
• Detail oriented
• Knowledge in Navision and Agvipertex will be an advantage