Marketing Administrator

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Job Description

Are you Robert Walters

Key Responsibilities

Diary and email Management

Coordinate and manage calendars for senior team members, including scheduling meetings, appointments, and events.
Ensure seamless organisation of internal and external meetings by preparing agendas and tracking follow-ups.
Monitor and manage inboxes for senior team members, prioritising emails and flagging urgent matters.
Draft responses or correspondence as required, ensuring timely communication with stakeholders.
Maintain email organisation by categorising and archiving important communications for future reference.

Travel Bookings

Arrange domestic and international travel for team members, including flights, accommodation, transportation, visas, and itineraries.
Handle last-minute changes or cancellations efficiently while maintaining cost-effectiveness.
Research travel options to ensure convenience and budget alignment for all bookings.

Internal client referral scheme

Assume end to end responsibility for the management of the Robert Walters Internal Client referral scheme including.
Reconciliation of referrals against revenue on a monthly basis
Working with finance to organise reward payments
Creating monthly reporting on the programme.

Finance support

Process purchase orders accurately using internal systems to ensure timely payment to vendors and suppliers.
Track POs against budgets and liaise with finance teams to resolve any discrepancies or issues.
Ensure compliance with company policies when raising POs or approving invoices
Assist with expense reporting and budget tracking for departmental activities.
Manage expense reporting for senior team members, ensuring all claims are submitted accurately and on time.
Reconcile expenses against budgets and provide regular updates to relevant stakeholders.
Assist with tracking departmental spending to ensure adherence to allocated budgets.

Administrative Support

Prepare documents, presentations, and reports for meetings or projects as needed.
Maintain accurate records and filing systems to ensure easy access to information.
Identify opportunities to improve processes within the team's administrative functions for greater efficiency.
Assist with onboarding of new starters and their new starter learning and development programme.
Assist with Marketing townhall presentation - collating materials and compiling deck
Assist with Marketing annual audit

Stakeholder Communications

Act as a point of contact between the Global Marketing team and other departments or external partners.
Build strong relationships with stakeholders to facilitate effective collaboration across teams globally.
Respond promptly to queries from internal or external contacts while maintaining professionalism.

Core Skills

Proven experience in administrative roles, ideally supporting senior leaders or teams in a fast-paced environment.
Exceptional organisational skills with the ability to multitask and prioritise effectively under tight deadlines.
Strong attention to detail and accuracy in all aspects of work.
Excellent written and verbal communication skills; professional email etiquette is essential.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and calendar management tools (e.g., Outlook).
Ability to handle sensitive information with discretion and maintain confidentiality at all times.
A proactive approach with a positive attitude towards problem-solving and taking initiative.