Executive, Administrative

Job Description

Job Title: Executive, Administrative

Department: Marketing

Job Overview

We are looking for a highly organised and detail-oriented Administrative Executive to support the Marketing team at AirAsia MOVE.

This role is critical in ensuring smooth day-to-day operations across procurement, budget tracking, vendor management, and internal processes. You will work closely with cross-functional teams including Finance, Procurement, and external vendors to ensure timely execution of marketing activities.

The ideal candidate is proactive, meticulous, and able to manage multiple workflows under tight timelines in a fast-paced environment.

Key Responsibilities

1. Financial & Budget Operations

• Own end-to-end tracking of marketing spend, including budget updates, accruals, and reconciliation

• Ensure all transactions are accurately recorded with correct GL codes and cost centres

• Partner with Finance to support month-end closing and maintain financial accuracy

2. Procurement & Payment Management

• Manage the full procurement lifecycle from purchase requests to payment completion

• Ensure timely approvals, PO issuance, GRN completion, and invoice processing

• Proactively follow up with internal teams and vendors to prevent delays

3. Vendor & Stakeholder Coordination

• Act as the main point of contact between Marketing, Procurement, Finance, and external vendors

• Ensure vendors are properly onboarded, briefed, and paid on time

• Maintain organised records of suppliers, contracts, and documentation

4. Marketing Operations Support

• Support execution of marketing initiatives by ensuring all operational and administrative processes are in place

• Manage logistics such as sponsorship flights, duty travel, merchandise sourcing, and event requirements

• Ensure compliance with internal policies and approval processes

5. Process & Workflow Management

• Maintain structured documentation and filing for audit and reporting purposes

• Identify inefficiencies in workflows and recommend improvements

• Ensure smooth day-to-day operations across the marketing team

Requirements

• Diploma or Degree in Business Administration, Finance, Marketing, or related field

• 1–3 years of experience in administrative, finance, or operations role

• Familiarity with Oracle or similar systems is an advantage

• Strong attention to detail, organisation, and follow-through

• Ability to manage multiple priorities in a fast-paced environment