Ware Malcomb has an exciting opportunity for a Marketing Administrative Assistant to join our team in Mexico City. The Marketing Administrative Assistant is responsible for performing administrative tasks to ensure the functionality and coordination of the Marketing department's activities. The Marketing Administrative Assistant will report to the Latin America Marketing Coordinator and work with all Marketing team members and firm leadership.
**Your Role**:
- Association event registration and calendar management for business development leaders across the firm.
- Work cross-functionally across offices, disciplines and leadership levels to gather project information, coordinate client approvals and draft project descriptions.
- Coordinate project and staff photoshoots including but not limited to:
- Research photographers and maintain database of information.
- Act as the liaison between photographers and the project teams including RFQs, invoicing and scheduling.
- Lead preparation for photoshoots, including arranging for props and team members to attend as models and help with staging (if applicable).
- Coordinate cost sharing with subconsultants and vendors.
- Upload photography to digital asset management site (OpenAsset).
- Coordinate with the internal accounting team to process payments and invoices.
- Update website and assist in website maintenance.
- Order promotional materials from WM Store & manage inventory of marketing supplies.
- Administrative functions for the marketing team such as notetaking and managing the marketing calendar.
- Assist with Client Events (Open Houses and Office Anniversaries) for various offices across.
- Update and maintain Marketing information on the company's intranet.
- Reconciling marketing department credit card charges.
- Update and maintain marketing budgets.
- Data entry and clean up.
- Additional coordination and administrative duties as needed.
**Qualifications**:
- Bilingual in both Spanish and English.
- Organized and responsive.
- Excellent interpersonal, written, and verbal communication skills.
- Continually focused on details, accuracy and thoroughness.
- Positive, collaborative, and professional demeanor.
- Thrives in a fast-paced environment.
- Experience with Microsoft Office software programs, specifically Outlook, Excel and Word required.
- Experience with Deltek Vantagepoint, HubSpot CRM and OpenAsset a plus.
- 2+ years of marketing, administrative, and/or communications professional experience.
- Established in 1972, Ware Malcomb is a contemporary and expanding full service design firm providing professional architecture, planning, interior design, civil engineering, branding and building measurement services to corporate, commercial/residential developer and public/institutional clients throughout the world._
- With office locations throughout the United States, Canada, Mexico and Brazil, the firm specializes in the design of office, industrial, science & technology, healthcare, multifamily, retail, and public/institutional projects._