Marketing Administrative Assistant

Job Description

Job Description

Company Description

We are Olsson. We engineer and design solutions that improve the world around us. As a company, we promise to always be responsive, transparent, and focused on results – for our people, our clients, and our company.

We're a people-centric firm, so it's no surprise our greatest asset is our people. The impact this creates is an environment that encourages our people to grow and be creative with their talents. This approach builds a culture that is uniquely Olsson. It allows us to grow our people as we grow our business. This, in turn, creates a lasting impact on the world around us.

Job Description

Join our Marketing team as an Administrative Assistant and play a key role in supporting the day-to-day operations that keep our team running efficiently. This position provides administrative, organizational, and reporting support to marketing professionals by helping manage data, maintain records and inventories, coordinate resources, support meetings and events, and ensure critical marketing information is accurate and up to date. The ideal candidate is highly organized, detail-oriented, customer-service focused, and able to manage multiple priorities while maintaining a high level of accuracy and professionalism. 

Primary Responsibilities: 

• Provide day-to-day administrative support for team operations, including ordering supplies, maintaining organized storage areas, coordinating equipment check-in/check-out, arranging shipments, and supporting other office or team logistics as needed.
• Assists in scheduling, coordinating, and supporting meetings, including preparing materials, ordering catering, and helping with meeting-related logistics.
• Assists in preparing, updating, and distributing materials for internal and external use, including standard correspondence, new hire communications, business card updates, prequalification materials, and other team support documents.
• Responds to and routes inquiries from internal and external sources using standard correspondence, shared inboxes, documentation, and established administrative processes.
• Assists in collecting, reviewing, entering, and updating data in firm systems to support accurate recordkeeping, reporting, employee updates, project or pursuit information, prequalification tracking, and other administrative needs.
• Assists with expense reporting, receipt collection, and other routine financial or administrative documentation according to established procedures.
• Supports routine reporting and data maintenance activities by helping gather information, update records, prepare recurring reports, and maintain business information in firm systems and shared resources.
• Organizes information, materials, supplies, and team resources through various administrative activities such as filing, copying, binding, preparing documents, maintaining inventory, coordinating shipments, and supporting equipment or supply needs according to the firm's standards.
• Runs errands related to administrative needs and supporting miscellaneous administrative projects as assigned.

Qualifications

You are passionate about:

• Working collaboratively with others.
• Having ownership in the work you do.
• Using your talents to positively affect communities.

You bring to the team:

• Associate degree in business or related field preferred. 
• Strong organizational and time management skills with the ability to prioritize multiple tasks and deadlines.

• Excellent attention to detail and commitment to accuracy.

• Ability to build trusted relationships across teams.

• Strong verbal and written communication skills with a proven ability to deliver exceptional customer service.

• Proficiency in Microsoft Office Suite.

• Ability to learn and utilize firm systems such as Deltek Vantagepoint and Power BI.

• Problem-solving skills and a proactive approach to challenges. 

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Additional Information

Olsson specializes in engineering and design, client advisory services, planning, field services, and environmental. Improving the world has been our mindset from the very beginning, back when Olsson first opened for business in 1956. And it will be our mindset for years to come.

As an Olsson employee, you will:

• Receive a competitive 401(k) match
• Be empowered to build your career with tailored development paths
• Have the possibility for flexible work arrangements
• Engage in work that has a positive impact on communities
• Participate in a wellness program promoting balanced lifestyles

In addition, full-time employees will receive our traditional benefits package (health care, vision, dental, paid time off, etc.) and the opportunity to participate in a bonus system that rewards performance.

Olsson is an Equal Opportunity Employer. We encourage qualified minority, female, veteran, and disabled candidates to apply and be considered for open positions. We do not discriminate against any applicant for employment or any employee because of race, color, religion, national origin, sex, sexual orientation, gender identity, gender, disability, age, military status, or other protected status.

Olsson understands the importance of privacy and is committed to protecting job applicants' personal information. Pursuant to the California Consumer Privacy Act, as amended by the California Privacy Rights Act (collectively, the "CCPA"), this notice explains Olsson's practices regarding the collection, use, and disclosure of personal information for job applicants residing in California. Please read this Notice carefully to understand our privacy practices.

For more information about the types of information we collect and how we use it in connection with your general access and use of our website, please review our general California Privacy Notice here.