Marketing Coordinator reporting to Chief Marketing Officer
Aspire Zone Foundation
مجموع سنوات الخبرة :18 years, 11 أشهر
Assist the Marketing Director, PR & Communications Director and Director of Venues and Events with day to day operational tasks to ensure the smooth running of the 3 offices
• Coordinate and manage multiple tasks and assigned projects, such as ad-hoc projects coming from internal and external entities; whilst respecting the deadline and ensuring that all required services are properly delivered
• Set up tracking system for all incoming projects and activities
• Produce clear and concise written correspondence in the form of letters/memos, emails, and reports, as requested
• Support in planning the Major Events (such as: Aspire Fan Zone at Khalifa International Stadium and the IAAF World Athletics Championships- Doha 2019) by monitoring and implementing all relevant requirements within the operation
• Act as a focal point, working with marketing teams across 4 sections, insuring delivery of various marketing projects, such as new launches, marketing campaigns, internal communications; etc…
• Act as point of reference between marketing division and various team functions in order to ensure projects deliverable and timelines for marketing campaigns and activities
• Work with external stakeholders in sports in order to coordinate and deliver various joint initiatives and activities
• Work closely with marketing, PR & Communications and Events and Venues teams in order to insure planning, production and delivery of a variety of marketing and events requirements
• Conduct inter-departmental and cross-departmental follow-ups and communications to ensure all projects are delivered in a timely matter
• Support marketing leadership in coordinating and overseeing the timely flow of projects from conception through completion in order to continuously improve our streamline processes and timelines
• Oversee electronic briefing system with internal and external Stakeholders ensuring all information, documents, policies and procedures are followed.
• Prepare periodic reports and summaries on marketing activities
• Support in the development of marketing strategy exercises and coordinate with the marketing management team and strategy department in the implementation of projects
• Work with marketing management to develop marketing procedures and to ensure smooth implementation
• Organize marketing design thinking workshops planning and delivery. Support planning and delivering marketing team align meetings and updates: Marketing team alignment, Design thinking, Events & Venues team alignment
• Provided secretarial and administrative support to the CEO
• Prepared and followed up all inter-departmental and cross-departmental communication for the President’s Office
• Assisted with the preparation and follow up of all communication outside the President’s Office
• Assisted the CEO in scheduling official meetings, appointments and interviews
• Received all incoming mail and ensured outgoing mail was dispatched to document control to be posted
• Prepared periodic reports on finance operational statistics
• Assisted the chief audit executive in the smooth and efficient running of a professional office while ensuring high levels of diplomacy and confidentiality
• Handled the chief audit executive’s agenda: organized daily tasks, scheduled, arranged and coordinated meetings
• Handled all telephone calls and relayed correspondence in a timely manner
• Prepared relevant documentation to assist in meetings with CEO, audit committee and tender committee
• Transcribed minutes, typed memos and emails, in Arabic/English, as requested Assisted in the preparation of weekly report to CEO office, annual audit plan, yearly report, audit committee presentations
• Assisted in budget preparation and follow up on the allocation of expenses and control office administrative expenses not to exceed established plans
• Assisted audit managers and senior auditors on specific tasks assigned (e.g. testing, etc…)
• Maintained a record of all outgoing/incoming mail including memos, faxes, etc.
• Formatted and dispatched all reports, ad-hocs and memos
• Ensured the organization and maintenance of correspondence in soft copy and hard copies by topics/subjects pertaining to all incoming information and outgoing reports, ad-hocs and memos
• Handle the Technical Director agenda: organize daily tasks, schedule, arrange, coordinate a• Handle the Technical Director agenda: organize daily tasks, schedule, arrange, coordinate and prepare the meetings.
• Manage the inbox and the Outbox of the Technical Director, taking care of priority emails and requests from department heads within my scope of responsibility.
• Daily planning of duties and responsibilities of an organized nature for Technical Director and self.
• Handle all correspondence and telephone calls and ensure that they are translated properly.
• Take minutes of meetings, type memos, letters and emails, in Arabic/English, as requested by the Technical Director and ensure its correct archiving.
• Ensure completion of regular re-occurring work, e.g. weekly meeting, monthly meeting. Prepare Agendas and items for the meeting well in advance to ensure that the Technical Director is prepared.
• Co-ordination with Managers and other staff members on behalf of the Technical Director under his necessary instructions.
• Implement an effective “Trace File” system to follow up on correspondences and actions of tasks and projects, bringing to the attention of the Technical Director items which require further attention.
• Welcome and attend the Director visitors and maintain good public relations.
• Devise and maintain office systems, including data management, filing, etc.
• Perform any task deemed necessary by the management for the efficient running of the Technical department.
• Provided high-level administrative support to the managing director/president and executive assistant
• Received and screened incoming e-mail, documents, inquiries and requests to assess priority and alert the managing director and executive assistant accordingly
• Coordinated and facilitated the executive's calendar to arrange appointments, meetings, and conferences
• Prepared agendas and other written materials
• Prepared letters, memos and e-mail as per the managing director/president’s request
• Maintained office files and kept correspondence and reports available for reference
• Organized and carried out general administrative duties including dealing with internal and external mail and maintaining records and files
• Controlled petty cash
• Controlled customer accounts, credit and debit notes, invoices and receipts
• Coordinated diary and appointments for the VW brand manager
• Organized and carried out general administrative duties including dealing with internal and external mail and maintaining records and files
• Prepared and executed routine correspondence
• Arranged accommodation and coordinated business travel for staff and overseas visitors including flights reservations, car hires and hotels
• Coordinated diary and appointments for the general manager
• Worked on monthly reports and statistics
• Performed general accounting duties (daily transactions, bank reconciliation, financial statements) and data entry on accounting system (PIMS2)
• Managed orders, purchases and inventory control as well as the sourcing and scheduling of deliveries
• Controlled petty cash
• Managed payroll and tax returns
• Documented minutes of meetings along with summaries and reports for other departments
• Controlled customer accounts, credit and debit notes, invoices and receipts
• Organized and carried out routine administrative work
• Coordinated the department work schedule
