Executive Assistant/Budget Specialist

JOB OBJECTIVES: 

Fulfill the requirements of the Food Safety Management SystemThis position assists the Marketing Group in their day-to-day activitiesThis position provides administrative support and assistance to the Marketing Group

DUTIES AND RESPONSIBILITIES: 

Administrative

Gathers, records, and analyzes marketing data relevant in preparing reports and conducting research for implementation requirementsAssists in the preparation of reports required by management from Head of Marketing.Assists in the preparation and consolidation of marketing plans.Accomplishes various daily administrative tasks related to Marketing Group Head needs.Organizes and handles all logistics of meetings and other functions/activities called by the Marketing DepartmentMaintains and organizes systematic and updated files, ensuring all records/documents, confidential or not, are secured and properly managedLiaises with the different functional units of the company for all requirements of the Department and ensures smooth work flow via efficient management of the Department Head’s schedules/activitiesPrepares excellent presentation materials and other reports/documents for reporting using Microsoft software (i.e. PowerPoint, Excel, Word)Types, composes and/or prepares business letters, memos, emails, forms, check requests, contracts and ensures timely transmittal to those concernedTransmits correspondences via email, facsimile, or through other appropriate media as requiredCoordinates business trips (domestic and international) of the Department (i.e. travel arrangements, visas, passports, hotel reservations/bookings, itinerary scheduling, cash advance, etc.)Provides efficient supply of department’s office and meeting suppliesHelps / assists in preparing marketing business review (gathering and processing of market data, preparation and consolidation of presentation materials)Regularly updates / consolidate sales records (company data) and retail audit reports (data submitted by independent research agencies)Assists in the implementation of the projects / approved marketing promotion assigned to him / her in coordination with other divisions, departments, sales distributors, advertising, and promotion research agencies.Assists in monitoring the progress of the products against approved objectives and promptly reports findings to the immediate head.Performs various administrative tasks that include: data assistance, compiling reports / maintaining files and records, team meeting scheduling and coordination, managing the historical research library, correspondence and other standard documentation required by the company.Plans the Marketing Department’s overhead budget and monitors expenses regularlyFollows up submission of invoices, regular reports & etc.Performs other duties that may be assigned from time to time

Accountabilities

Safeguards all Marketing property such as Office Supplies and LCD projectorMaintains Good Housekeeping in the Marketing Department area

Communication

Communicates matters related to food safety, such as but not limited to regulatory requirements, preventive actions, non-conformances, corrective actions and recalls

MINIMUM REQUIREMENTS:

College graduate of any 4-year course Knowledge of office procedures, clerical and record-keeping operations and the use of office machinesComputer literateProficient in language, both written and oral