JOB SUMMARY & AREAS OF ACCOUNTABILITY
The Office Administrator serves as a strategic partner to the SVP of Marketing, providing advanced administrative, operational, and project management support. Beyond traditional secretarial functions, this role drives efficiency by managing action plans, tracking critical initiatives, generating reports, coordinating cross-functional follow-ups, and developing presentation materials. The ideal candidate will act as a force multiplier for the SVP and the Marketing leadership team, ensuring seamless execution of both daily operations and strategic projects.

ROLES & RESPONSIBILITIES

Executive & Operational Support:
- Calendar & Travel Mastery: Proactively manage the SVP’s complex calendar, including high-priority meetings, leadership forums, and international travel (flights, visas, accommodations).
- Meeting Leadership: Organize, agenda-set, and document key meetings (e.g. leadership syncs, project reviews); track, assign, and follow up on action items; escalate delays.
- Confidentiality: Handle sensitive leadership communications, contracts, and data with discretion.
Project & Process Management:
- Action Plan Oversight: Develop and maintain project trackers/dashboards for marketing initiatives; ensure deadlines are met and report progress to the SVP.
- Reporting & Analysis: Pull and synthesize basic reports (e.g. budget vs. actuals, campaign performance, vendor spend) from tools like Excel and BI Tools.
- Vendor & Procurement Coordination: Liaise with Finance/Procurement on PO creation, invoice reconciliation, and contract routing.
- Inventory & Resource Management: Oversee marketing collateral, swag, and tech inventory; forecast needs and optimize allocation.
Strategic & Financial Administration:
- Budget Stewardship: Track departmental budgets, update forecasts, flag variances, and prepare materials for monthly P&L reviews with Finance.
- Presentation Development: Create and refine basic presentations (PowerPoint) for leadership updates, project briefs, and team communications.
- Event Coordination: Lead logistics for internal/external events (conferences, offsites), including vendor negotiation, registration, and compliance.
Team Coordination & Communication:
- Cross-Functional Liaison: Act as a bridge between Marketing, Finance, Sales, and external partners; ensure alignment on deliverables.
- Follow-Up System: Proactively chase pending actions from team members; maintain accountability and report blockers to the SVP.
- Documentation: Maintain organized digital files (SharePoint/Teams) for projects, budgets, and process guidelines.

QUALIFICATIONS & REQUIREMENTS

Education & Experience
- Bachelor’s degree in Business, Marketing, Communications, or related field.
- 5+ years in an executive support role (e.g., Office Manager, Senior Admin, EA) within a corporate environment; marketing/operations exposure preferred.
- Proven experience in project coordination, budget tracking, and report generation.
Preferred Technical Proficiency
- Advanced Microsoft Office Suite:
o Excel: Pivot tables, VLOOKUPs, basic data analysis.
o PowerPoint: Visually compelling slides, templatization.
o Outlook/Teams: Complex calendar management, virtual collaboration.
- Tools Familiarity: CRM, BI tools, procurement software, or project management platforms.
Core Competencies
- Proactive Ownership: Anticipate needs, solve problems independently, and drive tasks to completion.
- Communication Excellence: Fluency in English, Cantonese, and Mandarin (written/spoken); adept at liaising with senior stakeholders.
- Organizational Agility: Juggle competing priorities in a fast-paced environment; meticulous attention to detail.
- Analytical Aptitude: Ability to interpret data, identify trends, and summarize insights.
- Leadership Presence: Influence without authority; build trust across teams.
Preferred Qualifications
- Experience in marketing operations, campaign coordination, or agency management.
- Knowledge of financial processes (POs, invoicing, budget forecasting).
- Certification in project management or business administration.