Marketing Administrative Assistant

Administrative Assistant

H2M architects + engineers, a multidiscipline architectural, engineering, environmental consulting firm based in NY and NJ currently has an opening for an Administrative Assistant to join our Marketing team in Melville, NY. As part of the Marketing Team, this position will support the marketing team to achieve the goals of our corporate marketing plan. In this position you will support the strategic business goals and provide administrative assistance and related activities to the team.

Job Responsibilities

As an Administrative Assistant with a focus on planning and program support, your primary responsibility is to execute various marketing initiatives and provide daily support to the marketing team. You will play a crucial role in organizing and maintaining marketing materials, as well as coordinating other marketing-related activities. We are seeking a detail-oriented, highly motivated, and creative thinker who thrives in a fast-paced, deadline-driven, and collaborative environment.

Administrative Support to the Marketing Team:

• Coordinate the plan for trade show attendance including maintaining a tradeshow log/schedule, registration and managing booth inventory/equipment in line with the markets.
• Provide support in planning and executing Company sponsored events, including industry-related conferences and workshops. This includes coordinating logistics, managing registrations, and providing on-site support as needed.
• Provide administrative support to format/edit documents, spreadsheets, and presentations as needed.
• Schedule departmental meetings and ensure agendas as developed by staff including taking lunch orders.
• Assist in the preparation of PowerPoint slides and leave-behind materials for presentations.
• Responsible for sending out birthday messages to staff.
• Manage various internal email communications, such as birthday messages and special campaigns.
• Coordinate photo requests.
• Maintain the marketing CRM database as needed, including research, data entry, client updates, including list for holiday giving and other client related gifts.
• Maintain a library of press/media to be distributed to c-suite.
• Monitoring to the marketing email inbox and other related general inquiries

Program Management and Market Support:

• Coordinate and maintain professional and journal advertisements by collaborating with the communication and graphics teams.

CRM support to the Proposal Team:

• Act as the point of contact for receiving and organizing, and routing the NYS incoming RFPs within the CRM system.
• Maintain accurate and up-to-date RFP and win/loss records within the CRM system, including all communications and document submissions.

Inventory Controls and Printed Collateral Materials:

• Responsible for managing external vendors for printing, giveaways, and other marketing materials.
• Research and make recommendations for giveaways and other market-related activities.
• Responsible as department contact for distribution of promotional items, obtaining pricelists and preparing cost comparisons and stock rotations. Ensure Markets are supported, and inventory supplies are adequate.
• Maintain and track inventory of marketing-related promotional materials, proposal stock and print collateral materials as needed.
• Lead the holiday gift program and coordinate with leadership on the same. Update and maintain client list along with the markets.
• Provide general administrative support as necessary

Education and Qualifications

• Associates Degree or related experience supporting a team.
• 3-5 years of experience in administrative support.
• Ability to create concise correspondence and emails.
• Highly motivated, organized, self-directing, and eager to learn and can work as a part of a larger team.
• Ability to communicate with all levels within an organization.
• Must be detail oriented, and efficient.
• Ability to manage multiple competing priorities
• Familiarity with CRM programs a plus
• Proficient in Microsoft Word, Excel, PowerPoint, Outlook
• Emerging skills in Adobe InDesign, Illustrator, and Photoshop
• Working knowledge of social media platforms, including Twitter, Facebook, LinkedIn, Instagram.
• Ability to create and maintain relationships internally and externally.

The compensation range for this role is $24 to $31.25 an hour.

About H2M: While we have grown into a large firm over the past 90 plus years, we remain dedicated to preserving our small company connections. It is our intention to always stand as one H2M with a mission that is built around:

• Our People: It's our people that create our culture, execute our projects, service our clients, support our communities, and help make our company a great place to work.
• Our clients: Our clients are "why" we exist as an organization. We have the experience, expertise, and skillsets that our clients do not have yet are needed to solve the problems of the built environment.
• Our communities: We commit to creating a safe environment that fosters thriving and healthy communities through our contributions and support for numerous charitable, educational, and community-based causes and organizations.

At H2M, we're more than just the services we provide. We are a team of over 500 professionals with the knowledge, ability, and desire to create something truly impressive. When we ask for the best of you, it is right to ask for the best of the company. Your growth is our growth. Your success is our success. We are in this mission together, so let's see it through together.

Our Benefits H2M continuously strives to provide our employees and their families a comprehensive benefit experience surrounding their physical and financial well-being. We offer healthcare and wellness benefits, 401(k) retirement savings with up to 6% employer matching contributions with 100% vesting schedule, annual and spot bonus performance programs, flexibility and paid time off. We also offer tuition assistance for continuing education & professional licensure, student loan debt repayment program, technology allowance and excellent professional development programs that are custom designed for employees at all levels. H2M continually supports their employees through different Employee Resource Groups, such as Diversity and Inclusion, Sustainability, Women's Initiative and Young Professionals.

Equal Opportunity H2M is proud to be an equal opportunity workplace committed to equal employment opportunity regardless of race, creed, color, religion, ancestry, sex, age, national origin, marital status, citizenship status, physical or mental disability, sexual orientation, gender identity and/or expression, genetic information, pregnancy status, childbirth, related health conditions or reproductive decisions, status as a protected veteran or any other characteristics protected by Federal, State or local law. Women, minorities, individuals with disabilities, and veterans are encouraged to apply. Come for the job, stay for the challenge!