Mack & Associates, Ltd.
Marketing Executive Assistant
Mack & Associates, Ltd., Chicago, Illinois, United States, 60290
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
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