Marketing Event Administration Specialist

12 hours ago

Jakarta, Indonesia Inchcape Full time

**What you'll do**:
To provide administrative and operational support in the planning, coordination, and execution of marketing events across **multiple brands**, ensuring smooth logistics, accurate documentation, and efficient communication between internal teams, vendors, and stakeholders.

**1. Event Planning & Coordination**
- Assist the Event Manager in planning and organizing marketing events, exhibitions, sponsorships, and promotional activities.
- Maintain event timelines, calendars, and checklists to ensure deadlines are met.
- Coordinate with internal departments to align event objectives with marketing goals.

**2. Administrative & Financial Support**
- Prepare and manage budgets, purchase orders, and vendor contracts.
- Maintain accurate records of expenses, invoices, and financial documentation.
- Support audits and ensure compliance with internal financial policies.

**3. Vendor & Stakeholder Management**
- Liaise with vendors, venues, and external partners to fulfil event requirements.
- Manage procurement of event materials, promotional items, and equipment.
- Ensure service providers meet agreed standards and timelines.

**4. Event Logistics & Operations**
- Handle venue booking, catering, equipment rental, and travel arrangements.
- Support on-site event operations including registration, set-up, and troubleshooting.
- Monitor event inventory and promotional material supplies.

**5. Reporting & Evaluation**
- Prepare event documentation including attendee lists, agendas, and reports.
- Collect post-event feedback and assist in evaluating event effectiveness.
- Recommend improvements for future events based on data and insights.

**SKILLS AND EXPERIENCE REQUIRED**:

- Experience working with vendors, budgets, and logistics preferred.
- Strong interpersonal skills to work effectively with internal and external stakeholders.
- Detail-oriented with strong problem-solving skills.

**QUALIFICATIONS**:

- Bachelor’s degree in Marketing, Communications, Business Administration, or related field.
- 1-3 years of experience in event coordination, marketing support, or administrative roles.
- Technical Skills: Familiarity with event management software/tools is an advantage.

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