Job Description

An architectural firm in the heart of Chicago is seeking a dynamic and accomplished Marketing Executive Assistant to join its high-performing team. This position offers a competitive salary of $65,000 to $100,000 per year, based on experience, along with a hybrid work schedule designed to foster flexibility and productivity. The role comes with a comprehensive benefits package, including health insurance, paid time off (PTO), and a 401(k) plan, making it an excellent opportunity for a motivated professional. As the Marketing Executive Assistant, you will take on a pivotal role in shaping the firm’s future success by leading proposal development, managing essential document systems, and coordinating insurance certifications. Beyond proposal management, this role involves providing high-level administrative support to the Founding Partner, assisting with project documentation, streamlining internal communications, and ensuring timely project coordination. If you thrive on managing multiple priorities in a fast-paced, collaborative environment, this role will offer a fulfilling blend of creative and administrative challenges.

Key Responsibilities of the Marketing Executive Assistant:

• Spearhead the preparation, production, and timely delivery of polished and persuasive proposals, qualifications, and marketing materials for RFPs and RFQs.
• Craft, edit, and refine proposal content to align with the firm’s brand voice and strategic goals.
• Collaborate closely with firm leadership, project teams, and marketing staff to deliver customized, high-impact responses to business opportunities.
• Serve as the primary administrative liaison to the Founding Partner, managing schedules, handling correspondence, and preparing meeting materials.
• Oversee the organization and optimization of digital libraries, including proposal templates, project descriptions, and team resumes, ensuring they are accurate, current, and easily accessible.
• Coordinate and document project timelines, deliverables, and internal communications to ensure seamless execution and alignment across teams.
• Ensure all documentation, including certifications and licensing, adheres to client and industry standards with precision and accuracy.
• Conduct market research to uncover new business opportunities and keep abreast of industry trends.
• Analyze proposal performance metrics to identify areas for improvement and implement process enhancements for greater success.

Qualifications of the Marketing Executive Assistant:

• The ideal candidate will have administrative experience within the AEC (Architecture, Engineering, and Construction) or professional services industry with some exposure to the RFP process.
• Exceptional organizational, writing, and editing skills, coupled with a meticulous attention to detail.
• Proficiency in Microsoft Suite, Mac applications, Google Suite, and Deltek Vision is highly desirable.
• Strong experience with document management systems and administrative best practices.
• Demonstrated ability to juggle multiple priorities, meet tight deadlines, and maintain composure under pressure.
• A proactive, solutions-oriented mindset with a knack for delivering creative and effective results.

P-9

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