Administrative and Marketing Assistant

Hall Engineering Group; Tampa (FL); On-site; USD 42,000 - 65,000; Full time

Job summary

Hall Engineering Group in Tampa, FL is seeking an organized Administrative & Marketing Coordinator to support executives and daily operations. Responsibilities include coordinating marketing activities, maintaining materials, booking travel, and handling proposals with confidentiality and professionalism.

You will manage calendars, communications, and vendor relationships while contributing to marketing campaigns and social media efforts.

Qualifications

• Strong PC skills across Microsoft Office, plus Bluebeam Revu and Adobe.
• Excellent verbal and written communication skills; multilingual is a plus.
• Extremely detail-oriented with accuracy and consistency.
• Strong organizational skills and ability to handle multiple deadlines.
• Able to succeed in a fast-paced, growth-oriented environment.
• Ability to make independent decisions.
• Ability to build relationships with a wide range of people.
• Ability to prioritize multiple tasks with competing demands.
• Experience in proposal planning and coordination.
• Previous experience in Architecture/Engineering/Construction is strongly desired.
• Can-do attitude, positive outlook, and team player.

Responsibilities

• Perform daily office tasks such as filing, maintaining records, copying, posting, and answering phones.
• Provide personal assistance to senior staff, including President and VPs, while staying highly organized.
• Maintain company calendars, arrange meetings, teleconferences, and travel.
• Handle phone and email correspondence with discretion.
• Type, transcribe, and develop correspondence; record meeting minutes and prepare presentations.
• Plan meetings and travel arrangements.
• Vendor management and executive support.
• Manage LinkedIn presence and post photos from events.
• Produce and implement marketing materials, email campaigns, newsletters, and tradeshow strategies.
• Maintain marketing database, coordinate conference attendance and sponsorships.
• Keep promotional materials ready; arrange photography and inventory stock.
• Research and organize promotional events and errands.
• Coordinate proposal materials and submittals; attend pre-bid meetings as needed.

Skills

MS Office

Bluebeam Revu

Adobe Acrobat

Multilingual (plus)

Communication

Organization

Detail-oriented

Calendar management

Job description

The primary functions of this position are to support business and personal organization, administration, and marketing coordination. This includes diverse responsibilities such as coordinating marketing activities, maintaining marketing materials, typical administrative tasks including phone calls/emails, scheduling of office operations, travel planning and booking, proposal coordination, miscellaneous errands, and light financials. This person will be communicating with large, international customers and must exhibit a high degree of confidentiality and professionalism.

Educational Qualification and Experience

The primary functions of this position are to support business and personal organization, administration, and marketing coordination. This includes diverse responsibilities such as coordinating marketing activities, maintaining marketing materials, typical administrative tasks including phone calls/emails, scheduling of office operations, travel planning and booking, proposal coordination, miscellaneous errands, and light financials. This person will be communicating with large, international customers and must exhibit a high degree of confidentiality and professionalism.

Educational Qualification and Experience

• Strong PC skills in all Microsoft applications, Bluebeam Revu (is a plus), and Adobe
• EXCELLENT verbal and written communication skills (multilingual is a plus)
• Extremely detail-oriented with attention to accuracy and consistency
• Strong organizational skills and the ability to handle multiple deadlines
• Ability to succeed in a fast-paced, growth-oriented environment
• Ability to make independent decisions
• Ability to build effective relationships with a wide range of people, personalities, and professional styles
• Ability to effectively prioritize multiple tasks with competing demands and deadlines
• Experience in proposal planning and coordination
• Previous experience in the Architecture/Engineering/Construction field strongly desired
• Can-Do attitude, Positive Outlook, and Team Player

Duties:

• Perform daily office tasks such as filing, maintaining records, copying, posting, answering phones, expense reports, performing miscellaneous errands, and a variety of other office duties
• Provide personal assistance to senior staff including President and Vice Presidents, in a variety of capacities as it relates to all lines of business all while maintaining a high level of organization
• Maintains company schedule by maintaining calendars for department personnel, arranging meetings, conferences, teleconferences, and travel
• Handles phone and email correspondence, answers and screens incoming calls and take messages with utmost discretion
• Type, transcribe and develop correspondence, record and prepare meeting minutes, and prepare presentations
• Meeting planning
• Travel scheduling and booking
• Vendor management
• Executive support
• Manage LinkedIn social media presence, including posting photos from various business development events
• Produce, organize and implement marketing materials, email campaigns, newsletters, presentations, and tradeshow strategies
• Maintain marketing database, coordinate conference attendance and sponsorships
• Keep promotional materials ready by coordinating requirements, scheduling photographer as needed, inventorying stock, and placing orders
• Research, organizing promotional events, errands, etc.
• Coordinating proposal materials and submittals. Attending proposal pre-bid meetings as needed

Salaries and Benefits

• We offer a competitive compensation package and the professional advantages in an environment that supports development and recognizes achievements
• Future growth opportunities into marketing and project controls.
• We are an Equal Opportunity Employer
• Employment is contingent upon successful completion of a drug test, background check, and reference checks