Marketing & Administration Executive
Location: Dubai, UAE
Employment: Full-time (Office-based)
Company: Guild (Real Estate Marketing Agency)
About the role
We 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 responsibilities
Marketing & content support
- Schedule and publish content across client social media accounts
- Upload and format blogs, news articles, landing-page content and other website updates
- Use AI tools to research and repurpose industry news and marketing content, with appropriate human review and fact-checking
- Support the creation of social posts, email campaigns and other marketing communications
- Make simple creative amends and produce day-to-day assets using Canva
- Create and update items such as presentation slides, business cards, email signatures, social templates and simple marketing collateral
- Ensure content and assets are correctly formatted, proofread and published according to brand guidelines
- Coordinate with designers, developers and other suppliers to deliver client requirements
Project & task coordination
A 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 clients
- Ensure tasks are correctly assigned, documented and kept up to date
- Regularly check in with internal team members, client teams and suppliers on outstanding actions
- Follow up on overdue tasks and proactively push activity forward
- Coordinate marketing workflows involving multiple stakeholders
- Keep track of deadlines, dependencies, approvals and next steps
- Identify blockers or delays and escalate them to the appropriate person
- Ensure meeting actions are captured, assigned and followed through
- Coordinate production processes such as photography, video shoots, content creation, design, website updates and print production
- Liaise between clients, creatives, designers, videographers, developers and other suppliers to ensure everybody has the information and assets they need
- Support scheduling and logistics for shoots, meetings and other marketing activity
- Keep internal and client-facing project-management platforms accurate and up to date
- Provide regular updates on progress, outstanding actions and upcoming deadlines
- The 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 management
- Support the day-to-day administration of client CRM systems, particularly Salesforce
- Monitor incoming leads and ensure they are routed to the correct salespeople
- Check that leads are being contacted and followed up within agreed timeframes
- Follow up with sales teams where CRM records or lead statuses have not been updated
- Maintain accurate and clean CRM data
- Run and circulate regular Salesforce reports and lead-management updates
- Escalate overdue or poorly managed leads to the appropriate team members
- Support marketing and sales teams with basic reporting and campaign tracking
- A 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 coordination
- Coordinate day-to-day and smaller client requests and ensure actions are assigned and completed
- Communicate confidently with client marketing, sales and operational teams
- Liaise with designers, printers, developers, videographers and other third-party suppliers
- Arrange printing and production of marketing collateral
- Prepare files and coordinate artwork requirements with designers and suppliers
- Gather information, content and approvals required from clients
- Support the wider team with presentations, reports and client deliverables
- Keep communication organised so that requests, feedback and approvals are properly tracked rather than lost across email, WhatsApp or meetings
Business administration & operations
- Prepare and issue client invoices
- Track payments and follow up on outstanding invoices where required
- Support the preparation and administration of client contracts and documentation
- Liaise with the company's accountant and bookkeeping providers
- Organise and maintain company files, records and documentation
- Coordinate employee administration including visas, medical insurance and documentation with external company-formation and government-services providers
- Assist with supplier payments and expense administration
- Support onboarding of new employees and contractors
- Provide general administrative support to the founder and wider team
What we're looking for
You'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-oriented
- Proactive and naturally inclined to follow things through
- Comfortable chasing people for information, actions and approvals
- Confident managing multiple workstreams and deadlines at once
- A strong written communicator with excellent English
- Confident communicating with clients, colleagues and external suppliers
- Comfortable using digital tools and quick to learn new software
- Comfortable using AI tools as part of your day-to-day workflow
- Confident working with spreadsheets, presentations, project trackers and administrative systems
- Able to manage multiple small tasks without losing track of details
- Someone who notices when something hasn't happened rather than waiting to be told
- Comfortable asking, Where are we with this and continuing to follow up until it is resolved
- Reliable, responsive and able to take ownership of recurring processes
- Interested in marketing and willing to learn
Experience with any of the following would be an advantage:
- Salesforce or another CRM
- Project-management platforms
- Zapier
- Canva
- WordPress or other website CMS platforms
- Meta Business Suite
- LinkedIn
- Email marketing platforms
- Google Workspace
- Microsoft PowerPoint and Excel
- Xero or similar accounting/invoicing software
You 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 like
This 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.
