Marketing Administrator

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.