Marketing Administrative Assistant

H2M architects + engineers, a multidiscipline architectural, engineering, environmental consulting firm based in NY and NJ currently has an opening for an Administrative Assistant to join our Marketing team in Melville, NY.  As part of the Marketing Team, this position will support the marketing team to achieve the goals of our corporate marketing plan. In this position you will support the strategic business goals and provide administrative assistance and related activities to the team. 

 

Job Responsibilities

As an Administrative Assistant with a focus on planning and program support, your primary responsibility is to execute various marketing initiatives and provide daily support to the marketing team. You will play a crucial role in organizing and maintaining marketing materials, as well as coordinating other marketing-related activities. We are seeking a detail-oriented, highly motivated, and creative thinker who thrives in a fast-paced, deadline-driven, and collaborative environment.

Administrative Support to the Marketing Team:

• • Coordinate the plan for trade show attendance including maintaining a tradeshow log/schedule, registration and managing booth inventory/equipment in line with the markets.
  • Provide support in planning and executing Company sponsored events, including industry-related conferences and workshops. This includes coordinating logistics, managing registrations, and providing on-site support as needed.
  • Provide administrative support to format/edit documents, spreadsheets, and presentations as needed.
  • Schedule departmental meetings and ensure agendas as developed by staff including taking lunch orders.
  • Assist in the preparation of PowerPoint slides and leave-behind materials for presentations.
  • Responsible for sending out birthday messages to staff.
  • Manage various internal email communications, such as birthday messages and special campaigns.
  • Coordinate photo requests.
  • Maintain the marketing CRM database as needed, including research, data entry, client updates, including list for holiday giving and other client related gifts.
  • Maintain a library of press/media to be distributed to c-suite.
  • Monitoring to the marketing email inbox and other related general inquiries

Program Management and Market Support:

• • Coordinate and maintain professional and journal advertisements by collaborating with the communication and graphics teams.

CRM support to the Proposal Team:

• • Act as the point of contact for receiving and organizing, and routing the NYS incoming RFPs within the CRM system.
  • Maintain accurate and up-to-date RFP and win/loss records within the CRM system, including all communications and document submissions.

Inventory Controls and Printed Collateral Materials:

• • Responsible for managing external vendors for printing, giveaways, and other marketing materials.
  • Research and make recommendations for giveaways and other market-related activities.
  • Responsible as department contact for distribution of promotional items, obtaining pricelists and preparing cost comparisons and stock rotations.  Ensure Markets are supported, and inventory supplies are adequate.
  • Maintain and track inventory of marketing-related promotional materials, proposal stock and print collateral materials as needed.
  • Lead the holiday gift program and coordinate with leadership on the same.  Update and maintain client list along with the markets.
  • Provide general administrative support as necessary

 

Education and Qualifications

• Associates Degree or related experience supporting a team.
• 3-5 years of experience in administrative support.
• Ability to create concise correspondence and emails.
• Highly motivated, organized, self-directing, and eager to learn and can work as a part of a larger team.
• Ability to communicate with all levels within an organization.
• Must be detail oriented, and efficient.
• Ability to manage multiple competing priorities
• Familiarity with CRM programs a plus
• Proficient in Microsoft Word, Excel, PowerPoint, Outlook
• Emerging skills in Adobe InDesign, Illustrator, and Photoshop
• Working knowledge of social media platforms, including Twitter, Facebook, LinkedIn, Instagram.
• Ability to create and maintain relationships internally and externally.

The compensation range for this role is $24 to $31.25 an hour.