Marketing & Administration Executive

Marketing & Administration ExecutiveLocation: Dubai, UAEEmployment: Full-time (Office-based)Company: Guild (Real Estate Marketing Agency)About the roleWe are seeking a highly organised, proactive and detail-oriented Marketing & Administration Executive to support both our client marketing activity and the day-to-day operations of our growing marketing agency.This is a varied, hands-on role spanning marketing coordination, project and task management, social media, content, CRM and lead management, client administration and general business operations.We’re looking for someone who is exceptionally organised, comfortable with technology, has a good eye for presentation and, most importantly, is excellent at making sure things get done.You’ll work closely with our internal marketing, digital and design team, as well as client teams and external suppliers, helping to coordinate activity across a portfolio of primarily real estate and professional-services clients.Key responsibilitiesMarketing & content supportSchedule and publish content across client social media accountsUpload and format blogs, news articles, landing-page content and other website updatesUse AI tools to research and repurpose industry news and marketing content, with appropriate human review and fact-checkingSupport the creation of social posts, email campaigns and other marketing communicationsMake simple creative amends and produce day-to-day assets using CanvaCreate and update items such as presentation slides, business cards, email signatures, social templates and simple marketing collateralEnsure content and assets are correctly formatted, proofread and published according to brand guidelinesCoordinate with designers, developers and other suppliers to deliver client requirementsProject & task coordinationA significant part of this role will be ensuring that marketing activity continues to move forward across both our internal team and client teams. Responsibilities will include:Maintain project trackers, task lists and project-management systems across multiple clientsEnsure tasks are correctly assigned, documented and kept up to dateRegularly check in with internal team members, client teams and suppliers on outstanding actionsFollow up on overdue tasks and proactively push activity forwardCoordinate marketing workflows involving multiple stakeholdersKeep track of deadlines, dependencies, approvals and next stepsIdentify blockers or delays and escalate them to the appropriate personEnsure meeting actions are captured, assigned and followed throughCoordinate production processes such as photography, video shoots, content creation, design, website updates and print productionLiaise between clients, creatives, designers, videographers, developers and other suppliers to ensure everybody has the information and assets they needSupport scheduling and logistics for shoots, meetings and other marketing activityKeep internal and client-facing project-management platforms accurate and up to dateProvide regular updates on progress, outstanding actions and upcoming deadlinesThe person in this role does not necessarily need to be the creative or strategic lead on these activities. Their responsibility is to coordinate the process, keep everyone aligned and make sure nothing falls through the gaps.CRM & lead managementSupport the day-to-day administration of client CRM systems, particularly SalesforceMonitor incoming leads and ensure they are routed to the correct salespeopleCheck that leads are being contacted and followed up within agreed timeframesFollow up with sales teams where CRM records or lead statuses have not been updatedMaintain accurate and clean CRM dataRun and circulate regular Salesforce reports and lead-management updatesEscalate overdue or poorly managed leads to the appropriate team membersSupport marketing and sales teams with basic reporting and campaign trackingA key part of this responsibility is being comfortable acting as the process owner: spotting when something hasn’t been completed, following it up and making sure it gets done.Client & supplier coordinationCoordinate day-to-day and smaller client requests and ensure actions are assigned and completedCommunicate confidently with client marketing, sales and operational teamsLiaise with designers, printers, developers, videographers and other third-party suppliersArrange printing and production of marketing collateralPrepare files and coordinate artwork requirements with designers and suppliersGather information, content and approvals required from clientsSupport the wider team with presentations, reports and client deliverablesKeep communication organised so that requests, feedback and approvals are properly tracked rather than lost across email, WhatsApp or meetingsBusiness administration & operationsPrepare and issue client invoicesTrack payments and follow up on outstanding invoices where requiredSupport the preparation and administration of client contracts and documentationLiaise with the company’s accountant and bookkeeping providersOrganise and maintain company files, records and documentationCoordinate employee administration including visas, medical insurance and documentation with external company-formation and government-services providersAssist with supplier payments and expense administrationSupport onboarding of new employees and contractorsProvide general administrative support to the founder and wider teamWhat we’re looking forYou’ll ideally have at least 3-4 years’ experience in a marketing coordinator, project coordinator, marketing assistant, administrative, operations or similar role - ideally within Dubai real estate. More importantly, you will be:Extremely organised and detail-orientedProactive and naturally inclined to follow things throughComfortable chasing people for information, actions and approvalsConfident managing multiple workstreams and deadlines at onceA strong written communicator with excellent EnglishConfident communicating with clients, colleagues and external suppliersComfortable using digital tools and quick to learn new softwareComfortable using AI tools as part of your day-to-day workflowConfident working with spreadsheets, presentations, project trackers and administrative systemsAble to manage multiple small tasks without losing track of detailsSomeone who notices when something hasn’t happened rather than waiting to be toldComfortable asking, “Where are we with this?” and continuing to follow up until it is resolvedReliable, responsive and able to take ownership of recurring processesInterested in marketing and willing to learnExperience with any of the following would be an advantage:Salesforce or another CRMProject-management platformsZapierCanvaWordPress or other website CMS platformsMeta Business SuiteLinkedInEmail marketing platformsGoogle WorkspaceMicrosoft PowerPoint and ExcelXero or similar accounting/invoicing softwareYou don’t need to be an expert in every platform. Training can be provided, but you should be confident learning new systems quickly.What success looks likeThis role is ultimately about making sure things happen properly and on time.Leads don’t sit untouched. CRM records are kept up to date. Tasks have owners. Actions from meetings are followed through. Client teams know what they need to provide. Video shoots get organised. Content gets published. Projects keep moving. Invoices are sent. Payments are tracked. Suppliers have the files they need. Presentations are formatted properly. Visas and insurance don’t get forgotten. Project-management systems reflect what is actually happening.You’ll be the person who keeps an eye across the detail, spots what hasn’t happened yet, checks in with the right people and keeps pushing things forward.For the right person, there is significant opportunity to grow with the business and take on increasing responsibility across marketing operations, project management and client account management.Please apply via LinkedIn with your CV and include your salary expectations in your cover note. Applications without this information will not be considered.