administrative + marketing assistant

administrative + marketing assistant

Retail Design + Architecture (Tampa)

api(+) is seeking a dependable, organized and dedicated Administrative + Marketing Assistant to join our team. The Administrative + Marketing Assistant greets visitors and callers in a friendly and professional manner, assists in daily business office functions and supports the marketing team. This position is the first point of contact for visitors and requires a professional, friendly and polished individual.

Regular responsibilities include, but are not limited to:

  • Maintain appearance of reception area as first impression of the company
  • Greet visitors and guide them to their meetings or assist as appropriate
  • Answer telephone and direct calls, including taking messages, transferring and/or screening
  • Maintain company calendar
  • Receive, sort and forward incoming mail
  • Create shipping labels and coordinate package/parcel pick-up and delivery (FedEx, UPS, certified mail, etc.), including use of software system
  • Assist with miscellaneous documents and spreadsheets
  • Assist with travel arrangements
  • Data entry, typing, photocopying, faxing, scanning, filing and other basic office functions
  • Maintain supplies inventory by checking stock to determine inventory level; verifying receipt and maintaining an orderly storage system
  • Prepare conference room for meetings, and ensure it is ready for guests at all times
  • Other administrative duties as assigned
  • Maintain records of company contacts and business development activities in Outlook Business Contact manager
  • Draft weekly marketing meeting agenda
  • Draft monthly internal company newsletter
  • Maintain company Facebook, Twitter, Pinterest and LinkedIn pages
  • Prepare monthly social media and website reports
  • Research prospects and stay abreast of industry and client news
  • Assist with press requests and maintain media coverage spreadsheets, editorial calendars and clip coverage
  • Maintain awards, list and rankings, speaking engagements and tradeshow spreadsheets
  • Support coordination of all marketing efforts as needed


  • Bachelor’s degree preferred. Degree in marketing, public relations, journalism, communications or related fields is a plus
  • At least one year experience working in a professional business setting required. Experience in an architecture, design, engineering or construction setting is a plus
  • Organized with great attention to detail and great time management skills
  • Strong interpersonal, verbal and written communication skills
  • Excellent phone skills and etiquette
  • Proficiency in Microsoft Office Suite and Outlook
  • Polished, professional, and pleasant, with a positive attitude
  • Fluency in Spanish is a plus. Must speak English

To apply please send your cover letter, resume and portfolio to Juliette Lauer at