Administrative/Marketing Assistant
Administrative/Marketing Assistant
Locations
San Jose, CA
Job Status
Full time
We have an immediate need for a highly organized, energetic and detail‐oriented Administrative/Marketing Assistant in our San Jose office.
This is a full-time position that starts off with a hybrid schedule due to COVID-19 and will eventually transition to fully in-person at our Downtown San Jose office.
Primary Responsibilities - Administrative
- Oversee and support all administrative duties in the office and ensure that office is operating smoothly (i.e., answering phones, setting up meetings, ordering office supplies, filing, keeping office organized/tidy, coordinating staff lunches, etc.)
- Assist in monthly invoice cycle (review vendor invoices, data entry, preparing invoices, etc.)
- Preparing expense reports
- Assist Project Managers with budget management for various projects
- Reviewing and preparing contracts/amendments for subconsultants
- Reviewing and maintaining certificates of insurance for various projects and clients
- Assist with print production projects, including plan sets, proposals, public outreach mailings, etc.
- Event planning (meetings, training seminars, team building events, etc.)
- Assist Project Managers with project related administrative tasks
- Assist Accounting/HR Team with administrative tasks
Primary Responsibilities - Marketing
- Assist with managing social media presence, website content and email marketing activities
- Assist with researching new project opportunities through RFQs & RFPs
- Help maintain detailed records for certifications, licenses and RFQ/RFP opportunities
- Assist with graphic design in creating print and digital marketing materials
- Manage collection of subconsultant materials for RFPs
- Assist with the proposal production process
Qualifications
- Experience as an administrative assistant, proposal coordinator or marketing assistant in the A/E/C industry is a huge plus
- Associates degree (B.A./B.S. degree preferred)
- Proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook).
- Knowledge of Adobe Creative Suite (Photoshop, Illustrator, InDesign)
- Excellent time management skills
- Must be extremely detail‐oriented, proactive, and punctual
- Must be comfortable and confident working with numbers
- Strong communication skills; proficient in spoken and written English