Executive Marketing Administrator

at  Saab Inc

We have a vacancy for an Executive Marketing Administrator within the Business Develop, Marketing & Sales Department. You must possess exceptional time-management and multitasking skills to handle multiple responsibilities efficiently
Your role

Administration:

• Diary management for the Vice President and Head of Business Development and Strategy
• Determine budget account numbers for expenditure allocations
• Ensure the resolution of budget queries related to payment of invoices
• Responsible for the collection of inputs for budget planning
• Responsible for weekly updates and collation of marketing reports
• Responsible for collating information for the monthly reports/presentations
• Provide training and support to junior colleagues to ensure continuity of the administration office
• Plan for, coordinate and manage all sponsorship meetings including all logistical requirements
• Plan, coordinate and manage conferences for the marketing and commercial teams including all logistical requirements, including registrations and payments
• Plan, coordinate and manage yearly marketing training sessions
• Plan, coordinate and manage customer events
• Support Saab Global visitors to SGD with accommodation and transport arrangement if required
• Load IT and Facilities service desk requests and ensure completion of process
• Manage and maintain all claims on IFS
• Coordinate boardrooms
• Manage and administer the Marketing Credit Card and petty cash
• Manage ad hoc projects as and when required
• Support the CEO if the PA of the CEO is away or overloaded

Travel Coordination (Local and International):

• Provide input into the annual budget for planned annual business trips
• Process bookings for airplane tickets, accommodation and transport
• Ensure all cash advances are administered and ready for travel
• Process and finalise S&T claims and process authority to travel in IFS
• Ensure travel packs are ready for each trip
• Manage the VISA application process for all travel VISAs abroad

General Administration:

• Plan and coordinate departmental meetings in conjunction with Management Team
• Plan, coordinate and manage conferences all logistical requirements in conjunction with Management Team
• Load IT and facilities service desk requests and ensure follow through
• Assist Marketing Team with bookings of boardrooms
• Arranging appointments
• Taking messages, typing/word processing/ general filing
• Managing Maintaining/Ordering the stationary requirements for the Marketing department
• Organising meetings as and when required
• Assistance with preparing letters, presentations and reports

Your profile
You must be able to manages the high volume of Marketing activities including diary management, travel and event coordination.

Skills, Knowledge and Experience:

• Proven experience as an Administrative/Office Assistant
• Knowledge of office management systems and procedures
• Minimum 5 years experience in a senior Office Administration role
• Excellent organizational and time management skills, with the ability to multitask and prioritize effectively
• Strong written and verbal communication skills, including professional phone etiquette
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software
• Flexibility and adaptability to changing priorities and fast-paced environments
• Resourcefulness and problem-solving skills to address challenges and find solutions independently

Qualification:

• Diploma in Business/Office Administration qualification or equivalent

Please refer the Job description for details