Administrative Assistant- Marketing

About the Role

The assistant will manage project opportunities, maintain the marketing inbox, prepare expense reports and travel bookings, and handle day-to‑day production of proposals and related documents. They will support conference and event planning, assist project managers and marketing coordinators with data gathering, research, and subconsultant coordination, and keep project, employee, and client information updated in Vision. Additional duties include printing and binding technical documents, arranging meals and meeting rooms, coordinating courier services, tracking newly won projects, and other tasks as assigned. • Review and distribute project opportunities/advertisements (RFQs) to marketing leadership • Maintain the general marketing inbox • Prepare expense reports and book travel • Produce proposals, leave-behind materials, and reports • Support conference and event planning • Assist project managers and Marketing Coordinators with resume gathering, complex forms, and proposal materials • Conduct research tasks for marketing managers/leaders • Update and maintain project, employee, and client data in Vision database • Print and bind large technical documents • Coordinate meals for events, meetings, and department luncheons • Gather information from subconsultants and perform coordination duties • Manage conference rooms, meetings, and staff calendars • Arrange FedEx and courier delivery services • Track and report recently won projects

Key Responsibilities

• ▸rfq management
• ▸vision database
• ▸proposal production
• ▸event planning
• ▸document binding
• ▸project tracking

What You Bring

Candidates must have at least two years of professional office experience and be proficient in the Microsoft Office Suite. They should be detail‑oriented, highly organized, able to multitask under tight deadlines, and possess a positive, team‑oriented attitude. • Minimum two years of experience in a professional office environment • Proficiency with Microsoft Office Suite (Word, Outlook, Excel, PowerPoint) • Strong attention to detail • Excellent organizational and multitasking abilities • Ability to meet tight deadlines and handle multiple assignments • Positive attitude and supportive mentality

Requirements

• ▸2 years
• ▸microsoft office
• ▸detail‑oriented
• ▸organized
• ▸multitasking
• ▸positive

Benefits

Employees enjoy an exceptional retirement plan with a 2‑to‑1 company match up to 4% of compensation, comprehensive health coverage, flexible time‑off options, financial wellness programs, professional development resources, and family‑friendly benefits such as new‑parent leave and childcare support. • 2-to-1 company match on up to 4% of eligible compensation plus profit-sharing • Low-cost medical, dental, and vision insurance • Flexible personal leave, floating holidays, and half-day Fridays • Student loan matching in 401(k) and performance-based bonuses • Tuition reimbursement and extensive internal training programs • New-parent leave, family-building benefits, and childcare resources

Work Environment

Office Full-Time