Admin Assistant Cider, Wine, Spirits at The Heineken Company

Purpose of the role:

• We are looking for a proactive and detail-oriented Administrative Assistant to support our Marketing team. The ideal candidate is organized, has excellent communication skills, and is passionate about marketing.
• This role is essential in ensuring smooth operations within the Marketing department, supporting key marketing initiatives, and coordinating administrative tasks.

Key Responsibilities:

• Administrative Support: Assist with day-to-day administrative tasks, including scheduling meetings, managing calendars, organizing files, and handling correspondence.
• Project Coordination: Support marketing campaigns and projects by organizing meetings, preparing reports, and coordinating with vendors and stakeholders.
• Data Management: Maintain and update databases, spreadsheets, and other marketing-related documents, ensuring accuracy and easy access for the team.
• Content Support: Assist in drafting, proofreading, and distributing marketing materials such as newsletters, social media posts, and presentations.
• Event Planning: Help organize marketing events, webinars, trade shows, and other promotional activities, including venue booking, attendee coordination, and material preparation.
• Budget Tracking: Monitor marketing budget expenses, process invoices, and track spending in collaboration with the Finance team.
• Research: Conduct research on competitors, market trends, and potential partnerships to assist with marketing strategies.
• Customer and Client Relations: Handle inquiries from clients, customers, and stakeholders, providing information or directing them to appropriate team members.
• Alerting team members about impending deadlines thereby triggering follow-up action to allow for high efficiency levels.
• Maintain the Team’s office systems, including data management and filing. 
• Screen calls, enquiries and requests, and deal with them as and when appropriate.
• Produce documents, briefing papers, reports, and presentations for the Team.
• Schedule appointments with clients and make sure that the clients have received all relevant documents on time.
• Communicate effectively and re-route urgent matters for the relevant stakeholder’s attention.
• Perform all administrative duties including filing & scheduling of meetings and minutes taking.
• Track and manage payment of invoices / vendors’ application/ registration and create Purchase Requisitions & Orders.
• Processing on COUPA
• Coordinate flight and accommodation arrangements, event, and conference co-ordination, uploading contracts and agreements, budget reports and manage the budgets for the department.
• Build effective relationships with external and internal stakeholders.
• Drive continuous improvement within the area of responsibility.
• Ordering of promo liquor for events, activations, sampling, influencer drops, media drops etc.

Education & Experience:

• A certificate or diploma in Marketing and or Office Administration 
• Minimum of 2+ years proven admin experience within a similar environment.
• Knowledge and experience with complex travel and flight itineraries.
• Experience of working with teams of people.
• Excellent Diary Management with the ability to always pre-empt and look ahead.
• Essential experience in Microsoft Office- Outlook/Word/Excel/PowerPoint and SAP experience will be advantageous.
• Strong administrative, organizing, and numerical skills.
• Maintain a high level of confidentiality and professional demeanor.
• Excellent interpersonal and communication skills (verbal and written).
• Must be able to work independently, accurately and under pressure.Strong numeracy skills.
• High attention and adherence to detail.
• Be able to communicate and work across functions.
• The ability to multi-task.
• A self-driven, pro- active and motivated person with an open mind and a positive work ethic.

Closing Date: 28/10/2025