Administrative Assistant - Marketing

About the position

We are seeking Administrative Assistant to join our dynamic Engineering (IME) marketing team, reporting directly to the VP of Marketing Services. In this multifaceted role, you will play a key part in managing the financial and operational aspects of the marketing department. Your responsibilities will include overseeing marketing budgets, purchase orders (POs), invoicing processes, and forecasts to ensure all teams—central, event, and media marketing—are staying on track with their spending. A sharp eye for numbers, strong communication skills, and the ability to collaborate across departments are essential. Beyond the numbers, you will also be an integral member of our Central Marketing Culture Council, helping to plan and execute team building and morale-boosting activities. Your role will also involve providing operational and tactical support for high-profile projects, such as demand generation initiatives and other ad-hoc marketing campaigns, ensuring things run smoothly behind the scenes. This is a unique opportunity to contribute to the marketing department’s success while fostering a positive and collaborative team culture. If you’re a proactive problem solver with a knack for organization and a passion for supporting marketing teams, we want to hear from you!

Responsibilities

• Build and maintain budget checkbooks for 10 events, 3 media checkbooks, and 1 central marketing checkbook.
• Develop and refine budget checkbook workflows, foster cross-functional collaboration, and provide training across new and existing team members for knowledge sharing.
• Act on behalf of the business as the key liaison with finance, to manage the monthly marketing budget process, reconcile POs, invoices, accruals, manage budget forecasts, and provide additional financial support tasks as required.
• Maintain detailed logs of all expenses; including processing and tracking all vendor invoices, coding to the appropriate cost center, and track total spending versus budget with stakeholders.
• In collaboration with marketers, manage budget updates in TM1 throughout the year to reflect accurate planning for budget season and the spending reconciliation for business analysis.
• Support team members, when needed, in vendor PO/invoicing relationships and aid in the setting up of new vendors within financial systems.
• Liaise and refer to Accounts Payable teams in New York, as needed, should escalated questions arise for AMEX or Purchasing card processes.
• Own post-show survey report compilation of KPIs into a portfolio master for business review.
• Provide ad-hoc marketing campaign support, including but not limited to, managing creative project requests, basic content development, and more.
• Help plan and execute central marketing team activities aligned with culture council initiatives.

Requirements

• 5+ years of professional experience in a business environment or administrative role.
• Strong financial acumen with Oracle and TM1 systems experience preferred.
• Expert proficiency in Microsoft Excel, Word, and PowerPoint.
• Ability to work independently and as a team with a positive attitude.
• Excellent organization skills and ability to juggle and prioritize multiple projects.
• Excellent written and verbal communication skills, including top notch customer service skills.
• High level of attention to detail is required.

Benefits

• Freedom & flexibility: colleagues rate us highly for the flexibility and trust they receive, and we support a range of working patterns.
• Great community: a welcoming culture with in-person and online social events, our fantastic Walk the World charity day and active diversity and inclusion networks.
• Broader impact: take up to four days per year to volunteer, with charity match funding available too.
• Career opportunity: the opportunity to develop your career with bespoke training and learning, mentoring platforms and on-demand access to thousands of courses on LinkedIn Learning.
• Time out: 15 days PTO rising to 20 after three years and 25 after six years, plus 10 national holidays, a birthday leave day and the chance to work from (almost!) anywhere for up to four weeks a year.
• Competitive benefits, including a 401k match, health, vision and dental insurance, parental leave and an ESPP offering company shares at a minimum 15% discount.
• Strong wellbeing support through EAP assistance, mental health first aiders, free access to a wellness app and more.
• Recognition for great work, with global awards and kudos programs.
• As an international company, the chance to collaborate with teams around the world.