Marketing & Events Assistant

MAIN PURPOSE OF POSITION:

The main purpose of the Marketing & Events Assistant is to oversee and manage all internal and external marketing efforts and provide guidance and support to the Marketing and Events coordinators. This position must utilize skills including team-based interaction, project management, goal setting, and administrative support. The Marketing & Events Assistant must have the ability to work under pressure, demonstrate active listening, and exhibit organizational skills. This is a demanding and diverse role that includes a mix of administrative tasks, project coordination, and creative work. The Marketing & Events Assistant must be able to operate independently and function as a member of the team. The Marketing & Events Assistant should have good problem-solving skills, be able to make informed decisions, and display excellent interpersonal skills. The Marketing & Events Assistant must display management skills and be able to coordinate and execute events on all scales.

Marketing & Events Assistant Duties and Responsibilities

Oversee and assist with project plans for various business and vendor marketing and event activities

• Assist with the creation of marketing plans for the company and its vendors.
• Assist with the coordination of approved marketing activities in the quarterly marketing plans for the company and its vendors.
• Liaise with all role players: Brand managers, Suppliers, Marketing team.
• Keep a spreadsheet for all marketing activities and events.

Manage the procurement processes with suppliers for events and branded marketing collateral

• Manage the procurement process with suppliers. From sourcing to final delivery.
• Ensure that clients are presented with the most competitive and cost-efficient quotes.
• Ensure that all vendors and First Distribution brand guidelines are adhered to.

Manage internal and external events

• Assist with the management of company events and functions.
• Manage project sheets for all events and functions.
• Procurement and vetting of suppliers, to ensure that work undertaken by suppliers is carried out in a manner that will avoid, reduce or control foreseeable risks to people’s safety and health

Manage event budget to prevent overspending.

• Oversee setup and registration.
• Manage all suppliers and processes required for a successful event.
• Approve and submit post-event report for all events.
• Book and make travel arrangements if required.

Manage and provide guidance and support to the Marketing and Events coordinators

• Creation of POE in accordance with vendor requirements.
• Work closely with the finance administrator regarding quotes and invoices related to marketing projects.

Financial Management & Reporting

• Keep an updated spreadsheet for all marketing activities, merchandise, and events.
• Manage the company events calendar and provide a monthly report of all events.
• Draft operational documents such as operations reports, event specification guides, savings reports, and post-event reports.
• Ensure that all purchase orders, contractual deposits, and payments are received in accordance with terms and conditions agreed to with clients and compliant with the company's standards.
• Assist Event Managers with the financial processes for large events.

Internal training associated with competencies:

• Adhere to and complete the Company Learning Map issued during the first week of employment to meet the expectation.

Minimum Qualification:

• Marketing Diploma

Minimum Experience:

• 1 to 3years of relevant experience in Vendor Marketing & Events Coordination.

Office Requirements:

• Work-from-office environment.
• Semi-formal dress code.
• Working hours are from 08:00 – 17:00.
• Excellent international business language skills (English), both written and verbal.
• Own Transport.