ROLE SUMMARY:

The Marketing Assistant is responsible for ensuring the smooth day-to-day execution of all marketing operations. This role acts as the central coordinator between internal teams, external agencies, suppliers, event partners, and freelancers to ensure every campaign is delivered on time, on brand, and to the highest standard.

This position requires exceptional organisational skills, strong attention to detail, excellent communication, and the ability to manage multiple projects simultaneously without missing deadlines.

Key Responsibilities:

1. Agency & Supplier Management

Coordinate all external marketing agencies including:

• Creative agency

• Paid media agency

• PR agency

• Influencer agency

• Photography & videography teams

• Designers

• Freelancers

• Ensure all agencies receive clear briefs.

• Track deliverables from every agency.

• Follow up proactively on deadlines.

• Escalate delays before they become problems.

• Schedule regular status meetings.

• Keep all parties aligned on priorities.

• Ensure work is delivered according to agreed timelines and quality standards.

  
  

  1. Marketing Operations & Project Coordination

Own the day-to-day coordination of marketing activities by:

• Maintaining the marketing calendar.

• Managing campaign timelines.

• Tracking launch dates.

• Monitoring project progress.

• Following up with team members.

• Updating task trackers.

• Ensuring no deadlines are missed.

• Coordinating approvals with relevant stakeholders.

• Supporting product launch execution.

• Keeping all marketing documentation updated.

  
  

  1. Brand Events & Activations

Coordinate and execute all physical marketing activities including:

• Brand tasting activations.

• Retail sampling events.

• Sponsorship events.

• Exhibitions.

• Wellness events.

• Community activations.

• Influencer events.

Responsible for coordinating:

• Promoters

• Brand ambassadors

• Drivers

• Movers

• Bartenders

• Event staff

• Product deliveries

• Equipment logistics

• Event setup and breakdown

Ensure every event runs smoothly from planning through execution.

1. Print Production & Marketing Materials

Coordinate all printing requirements including:

• Packaging samples

• POS materials

• Flyers

• Posters

• Shelf talkers

• Roll-up banners

• Brochures

• Business cards

• Promotional materials

Responsible for:

• Obtaining quotations

• Coordinating printers

• Reviewing proofs

• Checking colours

• Checking artwork accuracy

• Verifying dimensions

• Inspecting final print quality

• Ensuring correct quantities

• Organising deliveries

  
  

  1. Digital Asset Management

Maintain a highly organised marketing file structure.

Responsible for ensuring:

• Every photo is saved.

• Every video is saved.

• Every design file is archived.

• Every editable file is available.

• Every final export is stored correctly.

• Files are named consistently.

• Folder structures remain organised.

• Agency assets are backed up.

• No marketing material is ever lost.

Maintain organised libraries across:

• Google Drive

• Dropbox

• SharePoint

• Internal servers

• Monday & Notion platforms

  
  

  1. Social Media Coordination

Support the execution of the social media calendar by:

• Ensuring content is published on schedule.

• Coordinating with designers.

• Coordinating with copywriters.

• Uploading content where required.

• Monitoring scheduled posts.

• Following up on approvals.

• Reporting missed deadlines immediately.

• Assisting with community management.

• Responding to comments and messages where appropriate.

• Escalating customer issues to Customer Care.

  
  

  1. Campaign Administration

Support marketing campaigns by:

• Preparing briefs.

• Coordinating approvals.

• Organising assets.

• Tracking budgets.

• Maintaining campaign trackers.

• Monitoring deliverables.

• Following up on invoices.

• Coordinating purchase orders.

• Managing supplier paperwork.

• Supporting campaign reporting.

  
  

  1. Trade Marketing Support

Work closely with Sales and Key Accounts to:

• Maintain the annual trade calendar.

• Coordinate retail promotions.

• Track retailer campaign deadlines.

• Ensure POS materials arrive on time.

• Coordinate store activations.

• Support supermarket launches.

• Coordinate promotional stock requirements.

  
  

  1. Inventory & Marketing Stock

Maintain marketing inventory including:

• Merchandise

• Sampling products

• Event materials

• Promotional gifts

• Printed materials

• Display stands

Monitor stock levels and reorder before shortages occur.

1. Administrative Support

Provide administrative support including:

• Meeting coordination

• Calendar management

• Booking suppliers

• Raising purchase requests

• Filing documentation

• Organising contracts

• Processing invoices

• Maintaining vendor databases

• Travel bookings for events when required

  
  

KEY DELIVERABLES:

• 100% of campaigns delivered on schedule.

• Zero missed marketing deadlines caused by lack of coordination.

• 100% of marketing assets correctly filed and retrievable.

• Zero lost files.

• All events executed according to plan.

• Marketing calendar always up to date.

• Social content published according to schedule.

• Print materials delivered accurately and on time.

• Supplier invoices processed without delays.

• Weekly project tracker maintained and shared.

• High quality standards across all marketing executions.

• Strong communication between all agencies and internal stakeholders.

Desired Candidate Profile

• Excellent organisational skills.

• Outstanding attention to detail.

• Strong project coordination ability.

• Excellent written and verbal English.

• Marketing knowledge and understanding of brand execution.

• Ability to manage multiple projects simultaneously.

• Strong follow-up and accountability.

• Comfortable working with multiple agencies.

• Proactive problem solver.

• Highly reliable and deadline driven.

• Strong Microsoft Office and Google Workspace skills.

• Experience with project management tools (Asana, Monday or similar).

• Thinks big but executes flawlessly

• Equal parts creative and strategic

• Resourceful, connected, and thrives under pressure

• Passionate about building memorable brand moments that convert

• Hates pixilated logos and typos!

• Is health-conscious and active personally

• Have good sense of humour and able to connect with others easily

PERSONAL ATTRIBUTES:

The successful candidate should be:

• Exceptionally organised.

• Detail-oriented to the point where nothing is overlooked.

• Proactive rather than reactive.

• Calm under pressure.

• Friendly and approachable.

• Positive and energetic.

• A strong communicator.

• Highly dependable.

• Able to juggle multiple priorities.

• Process-driven.

• Resourceful.

• Takes ownership of tasks from start to finish.

• Has a great eye for branding and presentation.

• Proud of maintaining order and structure.

• Has tons of charisma, is extroverted and has a great reputation in the wellness industry

• Is health-conscious and active personally

• Have good sense of humour and able to connect with others easily

SUCCESS LOOKS LIKE

A successful Marketing Assistant ensures that marketing runs like a well-oiled machine. Every agency knows what they're doing, every deadline is met, every event is flawlessly organized, every file is saved and easy to locate, every supplier delivers on time, and no detail (no matter how small) is overlooked. A successful Marketing Assistant becomes the operational backbone of the marketing department, enabling the Marketing Director & CEO  to focus on strategy & creativity while ensuring excellent execution across all marketing activities.