Event and Trade Marketing Assistant

EVENTS & TRADE MARKETING ASSISTANT Business Unit: Corporate Marketing Level: Rank and File Reports to: Events & Trade Marketing Assistant Manager or Officer Job Purpose The Events & Trade Marketing Assistant provides administrative, logistical, and on-ground support for the Maxicare Group’s events, activations, sponsorships, and trade marketing programs. The role helps ensure that event requirements, marketing materials, documentation, and field activities are prepared accurately and delivered on time. Key Responsibilities Event and Activation Support Assist in the preparation and execution of product launches, conferences, townhalls, wellness activities, sponsorships, partner events, and community activations. Coordinate event requirements such as venues, equipment, supplies, transportation, manpower, and registration materials. Support event setup, registration, guest assistance, program coordination, and dismantling. Maintain event checklists and monitor the completion of assigned requirements. Trade Marketing Support Assist in the production, inventory, packing, and deployment of booths, point-of-sale materials, brochures, premiums, signage, and other marketing assets. Coordinate the delivery and retrieval of materials from clinics, offices, event venues, and partner locations. Conduct basic site and material checks to ensure proper installation, availability, and condition. Help gather photos, customer feedback, leads, and field reports from activations. Administrative and Procurement Support Prepare purchase requests, quotation comparisons, supplier accreditation requirements, contracts, and payment documents. Coordinate with suppliers regarding schedules, deliveries, billing documents, and other project requirements. Maintain organized records of budgets, expenses, permits, attendance, inventory, and activity documentation. Assist in liquidations, budget monitoring, and post-event reconciliation. Coordination and Communication Coordinate schedules and requirements with internal teams, agencies, suppliers, clinics, and other partners. Follow up on approvals, deliverables, and outstanding project requirements. Provide regular status updates and promptly escalate delays or operational concerns. Reporting and Documentation Consolidate attendance, leads, inquiries, photos, and other activity results. Assist in preparing post-event reports and presentation materials. Maintain an updated database of suppliers, venues, event assets, and marketing inventory. Qualifications Bachelor’s degree in Marketing, Communications, Events Management, Business Administration, or a related field. Fresh graduates may apply; 1–2 years of experience in events, marketing, administration, retail operations, or customer service is an advantage. Strong organizational, administrative, and coordination skills. Detail-oriented, dependable, proactive, and comfortable working in a fast-paced environment. Good written and verbal communication skills. Proficient in Microsoft Office or Google Workspace. Willing to perform fieldwork and work on weekends or beyond regular office hours when required by events.