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TYPE OF WORK
Full Time
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SALARY
$8/hour
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HOURS PER WEEK
40
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DATE UPDATED
Jan 19, 2026
We are seeking a highly organized and detail-oriented Administrative Assistant / Marketing Coordinator to support our U.S.-based structural engineering firm. This role is evenly split between administrative support and marketing coordination and requires strong multitasking, communication, and organizational skills. Responsibilities include preparing and managing contracts and proposals, maintaining electronic project and marketing files, coordinating meetings and travel, and assisting with day-to-day office operations. On the marketing side, the role supports proposal and RFP submittals, maintains project sheets, resumes, and website content, assists with marketing materials and layouts, tracks submittal progress, and supports client communications and special marketing initiatives. The ideal candidate is detail-driven, proactive, comfortable working independently, and experienced supporting a professional services firm in both administrative and marketing functions.
Key Responsibilities:
Administrative Support (50%)
-Provide day-to-day administrative support to company leadership and project teams
-Prepare, format, and edit contracts, proposals, and internal documents using templates
-Set up and maintain electronic project folders (shared drives, Outlook job history)
-Maintain organized digital filing systems and archive completed projects
-Coordinate meetings, calendars, travel arrangements, and office logistics
-Handle general clerical tasks
Marketing Coordination (50%)
-Coordinate creation and updates of marketing materials (project sheets, resumes, CVs, proposals)
-Assist with RFP/RFQ response packages and submittals
-Track submittal progress and request Past Performance Questionnaires (PPQs)
-Assist with layout, formatting, and light design work for marketing collateral
-Support press releases, client communications, and marketing campaigns
-Maintain organized marketing databases and employee/project information
-Other tasks (as needed)
Required Skills & Experience:
-5+ years experience in administrative support, marketing coordination, or similar role
-Experience supporting a professional services firm - US Preferred (engineering, architecture, construction, legal, etc.)
-Exceptional attention to detail and accuracy
-Strong written and verbal English communication skills
-Highly organized, reliable, and able to manage multiple priorities
-Ability to work independently with minimal supervision
-Strong customer service mindset and professional demeanor
-Ability to maintain confidentiality and handle sensitive information
Software & Tools (Must Be Comfortable With):
-Microsoft Office (Word, Excel, Outlook, PowerPoint)
-Microsoft Teams
-Adobe Acrobat (required)
-Adobe Photoshop (preferred, not all required at expert level)
What We’re Looking For:
-Someone who double-checks their work and takes ownership
-Someone who can balance administrative accuracy with marketing creativity
-A proactive team player who enjoys improving systems and workflows
-Someone comfortable supporting multiple tea
Work Details:
Full-time position
U.S. business hours availability required (8 am to 5 pm) (PST) with 1 hr lunch.
