Marketing & Administrative Assistant

GroundLevel is an established, design-focused, landscape architecture firm with offices in San Diego and Rancho Santa Fe that offer collaborative design environments with unique and enthusiastic studio atmospheres.We are seeking a part-time or full-time Marketing & Administrative Assistant in our San Diego and/or Rancho Santa Fe office with a minimum of 2 years of experience. Candidates must be driven, passionate about their work, and excited about collaborating with a team. The Marketing & Administrative Assistant role is part of the Marketing/Graphics and Administration teams.In conjunction with these teams, the Marketing & Administrative Assistant helps create marketing materials for GroundLevel’s print and on-line projects and campaigns, as well as supports the studios with general administrative tasks. The position requires the candidate to have the ability to identify and support new project and business opportunities, conceptualize, design, and produce a variety of materials including RFQ/RFP responses, qualifications packages, project sheets, marketing portfolios, presentations, mailers, website updates, social media content, and a wide range of corporate identity templates ensuring a consistent image in line with our current brand. In addition, the selected candidate will work with and support the Director of Operations and administrative staff with administrative assisting duties at our Rancho Santa Fe and San Diego studios.The Marketing & Administrative Assistant must possess strong communication skills, be self-motivated, and work well both independently and as a team. As a member of the team, the Marketing & Administrative Assistant is responsible for fostering a positive, team-oriented environment, and ensuring that project deadlines are met. Qualifications include Bachelor’s degree in Marketing, Graphic Design, Communications, or related field from a four-year college or university and at least 2 years’ experience. Firm grasp and practical experience using design and social media tools. Practical background and proficient in Adobe Creative Suite (Photoshop, Illustrator, InDesign), Microsoft Office Suite (Word, Excel, and Outlook), WordPress, Canva, Instagram, LinkedIn, Facebook, Meta, Planoly or Hootsuite, and similar social media resources. Experience in the Architecture, Engineering, Construction (AEC), or related professional services industry is a plus. Familiarity with Bluebeam is a plus. Track record of embracing change and early adoption of innovative technologies and tools. Reliable, responsive, able to set priorities, manage competing demands, and adhere to deadlines. Detail-oriented, proactive, and able to thrive in a fast-paced environment. Proficient multi-tasking ability.Accuracy and efficiency are key. Skills Required Strong technical writing, editing, and proofreading skills with exceptional attention to detail. Experience developing client deliverables, RFQ/RFP responses, qualifications packages, and other graphic and technical project documents. Ability to manage multiple deadlines while effectively coordinating projects and pursuits with internal and external stakeholders. Active listening, note-taking skills, organization, and time management (for self and others). Effective verbal and written communication skills. Self-directed, professional, motivated, flexible, and adaptable; able to contribute and participate in a highly collaborative team environment. Able to think through complex issues and provide recommendations and solutions to team members and clients. Strong presentation and interpersonal skills. Reliable, responsive, organized, able to set priorities, manage competing demands, and adhere to deadlines. Marketing Marketing Collateral (graphics/production) Any potential Advertisements Research, tracking, coordination, and production of RFQs, RFPs, proposal submissions, and other business development opportunities with marketing needs, including: Technical writing, firm profiles, qualifications packages, and organizational charts, Presentation and interview materials, Coordination with subconsultants and teaming partners, Tracking procurement opportunities, addenda, and proposal requirements, Project sheets and project narratives, Marketing brochures Business development support, including identifying networking opportunities, industry events, conferences, and strategic teaming opportunities. Marketing Collateral (graphics/production) Mailers, recruitment, posters, and flyers Assist with website updates and project/staff content management. Maintain and organize marketing resources and content libraries. Provide writing, graphics, and production support for marketing campaigns. Work with Director of Operations, Studio Directors, and Graphics Team to manage and create content for social media accounts (Instagram & LinkedIn). Assist the Director of Operations in coordinating project photography sessions, including coordination meetings with the site, photographer for preparation, propping, and day-of support. Award submissions packages – assist Studio Directors and Office Manager in preparing photography, verbiage, and graphics for submission packets. Identify opportunities for improvement of existing Studio processes and inconsistent or unclear practices within Studio requiring cross functional resolution. Engage appropriate parties to develop resolutions. Administrative Reception duties (answering phones, signing for packages, greeting clients and consultants, distributing mail, etc.) Maintain a clean, well-organized office space utilizing procedures set in place. Assist with weekly catered luncheons and late afternoon meetings. Set up luncheon presentations and tabletop presentations by product reps and for client presentations. Keep tabs on stock of office supplies and order as necessary. Maintain close contact with Office Manager and Controller to assist with tasks at our Little Italy office. Meet regularly with the Office Manager and Controller to discuss general office issues and assist as needed. Support Admin team with data entry. Maintain and provide technical support for office equipment on site. Coordinate and communicate with property manager and neighboring tenants as needed. Other administrative duties as necessary. GroundLevel’s project range and experience can be found on our website. We are interested in every qualified candidate who is eligible to work in the United States. However, we are not able to sponsor individuals for authorization to work in the U.S. Salary Range: $27/hour - $33/hour (commensurate with experience) #J-18808-Ljbffr Socket