Administrative/Marketing Assistant

Administrative/Marketing Assistant


San Jose, CA

Job Status

Full time

We have an immediate need for a highly organized, energetic and detailā€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


  • 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 detailā€oriented, proactive, and punctual
  • Must be comfortable and confident working with numbers
  • Strong communication skills; proficient in spoken and written English