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iCapital is seeking a Marketing Operations Associate to join its International Marketing & Communications team in Lisbon. This role reports jointly to the CMO International and the VP of Marketing Operations & Asset Manager Partnerships, providing operational support to the international marketing function.
The role sits at the intersection of operations, finance coordination, and marketing execution. You will work under the direction of the Marketing Operations & Asset Management Partnerships lead and collaborate daily with regional marketing, communications, and events colleagues across Zurich, London, Hong Kong, and the wider international network, with occasional travel.
Key responsibilities include:
**Budget Tracking & Vendor Administration:** Maintain and track the International Marketing & Communications budget, monitoring spend by region, program, and event against forecast. Support forecasting, accruals, and reconciliation in partnership with Finance, flagging variances for review. Handle vendor and agency administration including onboarding paperwork, purchase orders, invoicing, and payment tracking. Serve as a day-to-day administrative contact for suppliers and agencies.
**Reporting & Management Presentations:** Support the annual planning process, KPI tracking, and performance reporting by gathering and consolidating inputs from regional and functional teams. Help prepare updates and presentation materials for senior management, monthly alignment calls, and business reviews. Maintain dashboards and trackers that provide visibility on priorities, milestones, and deadlines.
**Project Coordination & Process Support:** Support coordination of cross-regional workstreams, maintaining timelines, action logs, and follow-ups. Help ensure consistency of process and documentation across markets. Contribute ideas and support implementation of improvements to templates, tools, and ways of working. Maintain central repositories, naming conventions, and workflow documentation.
**Execution Support:** Provide hands-on support to strategic initiatives led by the CMO International and Marketing Operations lead. Assist the wider International Marketing & Communications team on select deliverables across events, content initiatives, and campaigns.
**Cross-Functional Collaboration:** Support coordination between International Marketing & Communications, Events, Finance, Procurement, Legal, Compliance, and regional stakeholders. Help ensure global processes are applied consistently across regions.
The role works in-office four days per week with flexibility to work remotely on Fridays.
**Requirements:**
- 2–5 years of experience in marketing operations, business operations, events, or comparable coordination or administrative role; financial services or professional services exposure is advantageous
- Comfort working with numbers, budgets, and invoices with strong attention to detail
- Excellent organizational skills; able to manage multiple tasks and deadlines with guidance
- Strong PowerPoint and Excel skills; able to produce clear, well-structured materials and trackers
- CRM and/or project management tool experience preferred (such as monday.com)
- Strong written and verbal communication in English; additional languages are advantageous
- Collaborative, proactive, and dependable with willingness to learn and ability to work effectively across regions and time zones
