Marketing Department Assistant

The Marketing Department Assistant provides specialised support and operational coordination to the Senior Director Brand Activation and the Brand team, ensuring efficient and accurate execution aligned with business priorities. The role independently manages the Senior Director's calendar, travel arrangements and key administrative processes, anticipating needs, resolving issues and ensuring appropriate follow-up on commitments. The post-holder acts as the point of contact for Travel & Expenses (T&E) policies and Concur across Iberia, promoting proper application and continuous process improvement.

• Proactively manage the Senior Director's calendar, prioritising meetings, identifying scheduling conflicts and coordinating changes with internal and external stakeholders.
• Plan and organise meetings, prepare agendas and supporting documentation, take minutes and follow up on agreements, owners and target dates.
• Prepare and consolidate presentations, reports and internal communications, ensuring quality, consistency and confidentiality of information.
• Support the Brand leadership team with operational needs, meetings, visits and cross-functional projects, acting as a coordination point when required.
• Act as the main point of contact and liaison with vendors, advertising agencies, event agencies and other external partners, coordinating deliverables, documentation and operational follow-up.
• Support the planning and execution of events, team meetings, international visits and activations, coordinating schedules, logistics, materials and vendors.
• Manage OTs, POs and departmental invoices in SAP, following up on approvals and payments, identifying deviations and escalating issues in a timely manner.
• Maintain up-to-date oversight of the department's operational expenditure and prepare regular reports on invoicing, purchase orders, travel expenditure and budget commitments to support decision-making.
• Coordinate and follow up on transportation invoices, shipments, deliveries and material orders, and manage other operational requirements for the department, optimising resources and anticipating future needs.
• Create, structure and maintain the department's SharePoint, establishing filing, version control and access criteria so that documentation remains up to date and easily accessible.
• Identify opportunities to improve and standardise administrative and operational processes, proposing and implementing practical solutions.
• Plan and coordinate individual and group travel, including bookings, itineraries, documentation, changes and issue resolution, in accordance with corporate policies.
• Manage and review the Senior Director's expense reports, ensuring accuracy, appropriate supporting documentation, approval and timely submission.
• Support the Brand leadership team with travel arrangements, coordinating alternatives and resolving travel-related issues.
• Coordinate with Sales and other functions on the logistics of international visits, including agendas, transportation, accommodation, meeting rooms and materials.
• Monitor travel expenditure, identify optimisation opportunities and prepare regular reporting on travel volume, costs and policy compliance.
• Act as the functional point of contact for queries related to Concur and T&E policies across Iberia, providing guidance to employees and managers.
• Coordinate with Finance, Concur Global and other teams to resolve issues, follow up on cases and communicate relevant changes.
• Prepare guidelines, communications and information sessions to promote the correct use of the tool and compliance with applicable policies.
• Analyse recurring queries and issues, identify root causes and recommend process improvements or preventive actions.

• University degree, preferably in Executive Assistance, Business Administration and Management, Marketing, Communications or a related field.
• Minimum of 2 years of professional experience in coordination, executive assistance or specialised support roles, preferably within a multinational company.
• Demonstrated experience managing complex calendars, travel arrangements, meetings, vendors, invoices and administrative processes with a high degree of autonomy.
• Excellent communication, coordination and influencing skills, with the ability to work effectively with stakeholders at different organisational levels.
• Strong negotiation skills and professional vendor management capabilities.
• High level of discretion, confidentiality, judgment and accountability.
• Proactive and autonomous approach, with the ability to anticipate needs and make decisions within the scope of responsibility.
• Excellent organisational, planning, prioritisation and multitasking skills.
• Strong attention to detail, service orientation and problem-solving capabilities.
• Analytical mindset with the ability to turn operational data into meaningful insights to support decision-making.
• Continuous improvement mindset and ability to design simple, clear and scalable processes.
• Strong teamwork and cross-functional collaboration skills within an international and dynamic environment.
• Understanding of the communications, marketing and brand activation environment.
• Microsoft Office at advanced level, particularly PowerPoint and Excel.
• Power BI: ability to prepare and maintain operational reports.

• Additional training in Marketing, Sales, Project Management, Events or Travel & Expense management tools would be an advantage.
• Previous experience within Brand, Marketing, Sales or Communications teams and in international environments would be an advantage.

The company believes that embedding diversity, equity and inclusion into its culture and talent processes gives its employees a sense of belonging and its brand a real competitive advantage.