Legal Secretaries and Administrative Assistants

Marketing Assistant

JOB SUMMARY

The Marketing Assistant supports the delivery of impactful marketing initiatives across our mixed-use neighbourhood, driving footfall, engagement and commercial success for our retail tenants. The role provides support to the retail tenants, encouraging them to utilise the various local marketing initiatives available to them with the objective to raise brand awareness, footfall and spend for individual stores. This role requires liaison with retail tenants at both local and Head Office level. Working closely with the Senior Marketing Manager and Retail Marketing Executive, the role supports in creating compelling campaigns and events that enhance the retail experience throughout our workspace and residential communities.

Salary range £30,000 to £32,000 per annum.

MAIN RESPONSIBILITIES

Campaign & Project Support

• Support the delivery of integrated marketing campaigns across digital, print, events and pop-ups, and on-site channels.
• Assist with briefing, asset coordination, and tracking campaign deliverables to ensure deadlines are met.
• Maintain campaign status trackers and support post-campaign reporting and wrap-ups.
• Liaise with internal teams and external agencies/suppliers to keep projects moving on schedule.

Purchase Orders & Budget Administration (POs)

• Raise purchase orders and manage the PO process from creation through to invoice reconciliation.
• Track marketing budgets and maintain accurate spend records against campaigns and cost centres.
• Ensure supplier invoices are processed promptly and flagged where discrepancies occur.
• Support budget forecasting by keeping financial trackers up to date.

Scheduling & Workflow Management

• Maintain marketing calendars and schedules, ensuring key milestones and launch dates are visible to stakeholders.
• Coordinate timelines across multiple projects and flag risks or delays early.
• Book meetings, manage agendas, and circulate actions for campaign and stakeholder reviews.
• Support resource planning to ensure smooth delivery of marketing activity.

Print & Production Management

• Coordinate print production from briefing through to delivery (POS, brochures, signage, event materials, etc.).
• Liaise with designers, suppliers, and printers to manage artwork approvals, specs, and deadlines.
• Obtain quotes, compare costs, and manage print budgets effectively.
• Oversee stock levels, storage, and distribution of printed materials across sites/locations.
• Conduct quality checks to ensure brand standards are met.

Client & Stakeholder Administration

• Act as a first point of contact for day-to-day marketing and retail, leisure and hospitality tenant/admin enquiries.
• Manage shared inboxes and respond or route requests efficiently.
• Track and prioritise requests from internal stakeholders and external partners.
• Support onboarding of new suppliers and maintain up-to-date contact lists and documentation.
• Prepare presentations, reports, and materials for meetings.

Asset & Content Management

• Maintain image libraries, brand assets, and marketing collateral repositories.
• Ensure correct file naming, version control, and accessibility for the wider team.
• Support content uploads to websites, newsletters, or internal systems where required.

General Team Support

• Provide administrative support to the marketing team to improve efficiency and organisation.
• Assist with event logistics, supplier coordination, and on-the-day support where needed.
• Identify opportunities to improve processes and ways of working.

PERSON SPECIFICATION

• Proven experience of working within a business or office environment and within the retail, events, and/or entertainment sector.
• Excellent organisational skills are required.
• Ability to develop and maintain effective working relationships with particular emphasis on tenant liaison.
• Proven ability of effectively managing multiple tasks, meeting deadlines and to work with limited supervision.
• Excellent attention to detail, coupled with excellent written and verbal communication.
• A proven team player with a flexible, enthusiastic and can-do attitude, who shows initiative and the ability to work with minimal supervision.

Position Summary

Key Responsibilities

Organisational Rhythm & Calendar Governance

• Own the master annual operational calendar.
• Sequence and enforce deadlines for summer schools, essay prize, marketing phases, recruitment, annual reviews, and compliance cycles.
• Issue timely reminders and escalate emerging risks.
• Build systems so that processes do not rely on personal memory.

Risk Management & Compliance

• Oversee safeguarding, child protection, data security, insurance, legal filings, regulatory documentation, health & safety, and incident reporting.
• Ensure all compliance reviews and renewals occur early and accurately.
• Maintain and iterate the institutional risk register.

Policy & Process Stewardship

• Maintain and update operational policies and SOPs.
• Identify procedural gaps and design systems to improve reliability and reduce exposure.
• Store and version-control all operational documentation.

Programme Operations (Annual & Recurring)

• Oversee logistical sequencing for all summer schools and events, including date selection, venue reservation, and marketing launch coordination.
• Maintain alignment across Oxford, Princeton, Sydney, Singapore, and other locations.
• Support the Acting Global Director of Events (Marie Loubeyre) in ensuring operational readiness.

Supplier, Vendor & Partner Operations

• Ensure that venues, accommodation, insurance, IT/security services, and compliance arrangements are confirmed and in place.
• Review and confirm that contract renewals and all required documentation have been completed.

Internal Operations & HR Cycles

• Track and coordinate annual performance reviews.
• Ensure staff training, documentation, and compliance requirements are monitored and completed.
• Support recruitment workflows and onboarding processes.

Critical Path Ownership

• For every recurring process, own the full lifecycle: define sequences, identify bottlenecks, monitor progress, and escalate early.
• Ensure that every operational process has a documented, repeatable system.

Assistant Project Manager – (Multiple Work Packages)