Multi Property Marketing Coordinator
Company:
The St. Regis Dubai
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This position will support the Multi Property Director of Marketing and team in meeting all administrative needs and support all marketing & administrative activities to facilitate the efficient operation of the department. This position further provides administrative and secretarial support to the above positions and represents them and their roles and image in how she/he handles their work, communications by phone, letter and email and regular visitors. The marketing coordinator further supports the implementation of marketing strategies ensuring marketing efforts are effectively integrated as per Brand Voice. This person monitors relevant marketing programs, channels, platforms, and initiatives and is responsible for executing brand marketing activities as assigned based on key initiatives and strategies. He/ she ensures that all activities are in alignment with brand marketing functions and properties are provided the support needed for successful implementation of the marketing plans across the region.
CORE WORK ACTIVITIES
The following are specific responsibilities and contributions critical to the successful performance of the position:
Marketing:
Supports brand marketing team with the following:
• Follows up on hotel brand initiatives, brand marketing plans and programs under the supervision of the VP Premium & Select Brands
• Supports brand marketing initiatives in order to create raving brand fans
• Directs properties in marketing resources
• Supports campaign follow up’s and tracking
• Develop and build positive relationships with the regional brand marketing team, agencies and stakeholders
Administration:
Supports all discipline team members and therefore needs to be extremely efficient and professionally skilled in:
• Preparing documents using Word, Excel and PowerPoint applications.
• Should have a high and accurate dictation and typing speed.
• Files and forward traces a variety of documents, appointments etc.
• Prepares power point presentations for meetings.
• Processes incoming mail.
• Screens telephone calls and visitors without appearing to block their open door policy approach.
• Maintains office supplies for stakeholders.
• Takes meeting minutes as requested.
• Budget control: create purchase orders, log budget transactions, process department invoices, and reports monthly.
• Maintains email distribution lists as appropriate.
Co-ordination
• Maintains, collates and distributes all relevant activity reports.
• Coordinates venue, agendas and minutes for various meetings.
• Completes all expense reports for the team in Concur and keeps track of status
• Coordinates and books travel and hotel accommodation arrangements as requested.
• Sets up conference calls
• Maintains diaries and schedules appointments and meetings.
• Responds to various requests for help and information.
• Communicates with property associates to provide information and resolve challenges on behalf of those she/he reports to
• Coordinates and handles all related memberships, visas and documents and ensures they are current and traces renewals for re-evaluation.
Managing Work, Projects, and Policies
• Coordinate and implement work and projects as assigned.
• Comply with local laws applying to procedures.
• Maintain electronic and hard copy filing system, as well as filing of emails.
• Prepare, compose, transcribe and modify documents, including correspondence, emails, reports, drafts and memos.
• Schedule and coordinate meetings & appointments; including booking of meeting rooms in-house and out of office, and prepares meeting agendas.
• Arrange Conference calls/venues and collaterals, prepare presentation materials, including brochures and brand presentations.
• Handle distribution of signed execution copies of all management and related agreements.
• Prepare expense reports, submit for signature and ensure timely submission, as well as monitor total expenses made per category.
• Prepare time sheets and travel updates and ensure timely submission.
• Project tracking and follow up, create reports, and updates.
• Maintain confidentiality of proprietary materials and information.
Supporting Operations
• Work with team to put sustainable work processes and systems in place that support the execution of the strategy.
• Maintain complete and up-to-date information to ensure accurate reporting.
• Represent team in all interactions.
• Answer, screen and transfer inbound phone calls.
• Handle all travel arrangements for the members of the team; including air bookings, hotel bookings, visa applications, passport & residence visa renewals.
Additional Responsibilities
• Inform, update, and provide information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person in a timely manner.
• Attend and participate in all relevant meetings.
• Present ideas, expectations and information in a concise, organized manner.
• Use problem solving methodology for decision making and follow up.
• Demonstrate good information gathering and information monitoring skills.
• Maintain positive working relations with internal customers and department managers.
• Manage time effectively and conduct activities in an organized manner.
• Demonstrate High degree of discretion dealing with confidential information
• Excellent prioritizing & follow-up skills and attention to detail.
• Order and maintain office supplies and sundries, such as business cards, letterheads, etc.
CANDIDATE PROFILE
Preferred Skills
• Strong communication skills (verbal, listening, writing).
• Advanced user of Outlook, Word, Excel, PowerPoint, etc.
• Photoshop, Illustrator, HTML/CSS and In-design skills are a plus
• Excellent typing speed and accuracy of spelling and grammar, layout and content formation essential.
• Highly organized, detailed- and result-oriented and efficient approach required.
• Ability to manage varying needs and prioritizing to ensure best business results.
• He/ she possess a passion for new learning experiences, and applying these new materials to the job
• Ability to collect and organize information using logical and methodical manner, recognize and examine the patterns in multifaceted data, identify implications and draw appropriate scenarios that would best suit any given situation
• Capable of being creative, flexible, resourceful and inventive in securing new business
Other
• Complies with Marriott International policies and procedures.
• Working hours as required to do your job but normally not less than Sunday- Thursday each week other than public holidays and hours will be no less than 9am-6pm.
• Strong communication skills.
• Highly motivated and willing to work in a fast pace environment.
• Ability to coordinate varying needs and prioritize to ensure best business results.
Education and Experience
• High school diploma/ exams
• Ideally minimum 3 years of admin/secretarial experience
• Excellent Microsoft Office software skills (Word, Access, Excel, PowerPoint)
• Language Requirements: High proficiency (speaking, reading and writing) in English is required, Arabic & French a plus
• Previous administrative/secretarial experience is essential.
• Preferable with marketing knowledge/ experience
• Preferably experience is gained working with a senior role or multiple stakeholders.
• Preferably in a fast paced and multicultural environment.
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