Project Business Support Coordinator

Manpower Middle East; Dubai; On-site; AED 60,000 - 90,000; Full time

Job summary

Manpower Middle East is seeking a Marketing Assistant to support the marketing team in executing campaigns and events in Dubai. You will serve as a subject expert for event guidelines and ensure excellent coordination with meeting owners and cross-functional teams.

Key duties include calendar management for events, securing prerequisites, timely meeting registrations, and collaboration with CMS to deliver successful events. You will also handle post-event documentation and vendor relations.

Qualifications

• 2–3 years of admin support experience with a marketing background.
• Experience in event management preferred.
• Strong project management skills and ability to meet deadlines.
• Excellent planning and organizational abilities.
• Customer-focused with strong communication.
• Able to work under pressure and cross-functionally with teams.

Responsibilities

• Support marketing team to ensure smooth execution of campaigns and events.
• Plan events with owners and maintain a calendar.
• Secure pre-requisites and ensure compliance with policies.
• Register meetings using the designated technology and approvals.
• Collaborate with CMS for effective event execution.
• Manage post-event tasks: reports, payments, and vendor evaluations.
• Ensure due diligence and proper agreements with third parties.
• Oversee purchase requisitions and vendor payments.
• Monitor OpEx and conduct regular reviews with meeting owners.
• Coordinate with vendors for marketing materials and maintain records.

Skills

Administrative support

Marketing background

Event management

Project management

Planning and organization

Customer focus

Negotiation

Cross-functional collaboration

Problem solving

Work under pressure

Job description

Employment: Outsourced through Manpower Middle East

About the Role

Marketing Assistant supports the marketing team by performing various tasks to ensure the smooth operation of the marketing execution and its requirements. They will serve also as an expert to different meeting types and guidelines related to event management. They enhance the customer experience by providing best-in-class support to their respective meeting owners and cross-functional teams.

Key Responsibilities

• Comply and ensure compliance with company policies and procedures related to Meetings and Events and all other relevant company policies
• Work closely with the meeting owners and support them in planning their events; maintain a systematic calendar of events
• Responsible in securing pre-requisite requirements prior to meeting registration i.e. required external permit, compliance to TLMaP (Thought Leader Management and Planning)
• Responsible in timely registration of meetings using the designated meeting registration technology and following its meeting requirements and relevant approvals and documentation
• Collaborate with CMS (Customer Meeting Services) to ensure effective execution of events
• Deliver strategic project management and execution of assigned internal events which include planning, event conceptualization, and other logistics
• Ensure complete, accurate pre and post meeting requirements and that all required documentation are uploaded on a timely manner
• Post event tasks – meeting documentation, tracking reports, payment process, supplier evaluation, expense allocation and chargebacks
• Ensure integrity in business in working with third parties and ensure necessary due diligence and agreements are secured
• Manage the Purchase Requisition (PR) and vendor payment request and ensure relevant supporting documents are secured prior to commitment and payment
• Manage the OpEx (Operating Expense) analysis and ensure regular meetings with respective meeting owners to track OpEx and ensure correct allocation
• Work closely with Vendor Management Specialist to maintain a systematic list of marketing materials
• Responsible in the record management of relevant business records; with high attention to privacy and record retention policy

Requirements and Qualifications

• Preferably at least 2-3 years administrative support, with marketing background
• Preferably with event management experience
• Project Management
• Decision Making and Problem Solving
• Planning and Organization
• Customer Focus
• Influence and Negotiation
• Ability to work under pressure
• Ability to work effectively through cross-functional team and third parties