Administrative Assistant, Business Development

Overview

As part of the Business Development and Marketing team, the Administrative Assistant will support the Director in achieving AVCON's strategic growth goals. Key responsibilities include departmental organization, research, reporting, scheduling meetings, conference pre-planning, performance activity tracking, and other tasks to ensure smooth operations.

ESSENTIAL FUNCTIONS (may include but are not limited to):

• Business Development and Marketing Support:
  Assist Director in matters related to the department’s leadership including organizing and tracking business development efforts/activities, timelines, action items, and deadlines. May support proposal preparation/assist with assembly/production.
• Market Research and Data Management:
  Conduct research as necessary and with Director for industry trends, metrics, competitors, upcoming projects, and relevant regulatory updates.
• CRM and Lead Tracking systems:
  Assist with maintenance of systems for upcoming projects, prospects, and project statuses.
• Event Coordination:
  As needed, organize logistics for marketing events, conferences, trade shows, and client meetings. Coordinate with event organizers, clients, and vendors (if needed).
  • Assist Director with developing/reviewing marketing plans, market research reports, regional strategic plans, presentations, proposals, and speaking engagements.
  • Support client engagement by coordinating follow-ups and scheduling business reviews.
  • Serve as the primary contact for project opportunities and client inquiries and distribute through Director and other departments as needed.
  • Manage critical office files, project/marketing/performance records, and technical documents for Director/Senior Leadership.
  • Process vendor invoices, and work with Director to track budgets specific to business development and marketing initiatives.
  • Compliance and documentation record keeping/tracking as needed for vendor contracts or other related agreements.
  • Coordinate and maintain strategic meetings with internal or internal/external teams..
  • Coordinate travel arrangements for high-level meetings as needed including attendance at conferences or industry events.
  • Proactively manage appointments and any conflicts associated with the same, ensure timely preparation for meetings.
  • Draft, proofread, and distribute professional communications as requested.
  • Take meeting minutes as needed and manage follow-up communications to ensure timely flow of work/actions items.
    
    Additional essential duties may include:
• Flexibility and with ad hoc tasks are critical to the business as client’s deadlines may be urgent or last minute. Assistance with other administrative or operational tasks may be required to ensure alignment with business goals.
• Nights and weekends are generally not required but may occasionally be necessary with little or no advanced notice.

QUALIFICATIONS

• High School Graduate. Associate’s degree in business administration with a marketing focus or related field, desired.
• Minimum of 3+ years of experience in an administrative or administrative/marketing role.
• Experienced in the professional service industry, such as engineering, desired.
• Some relevant experience that indicates a propensity to excel by demonstrating leadership, initiative, accomplishment, and/or teamwork.
• Proficiency in Microsoft Office to include Outlook, Word, Excel, and PowerPoint.
• Database experience, such as Deltek or Salesforce, desired.
• Maintain confidentiality of sensitive project details and proprietary information.

REQUIRED KNOWLEDGE, ABILITY, AND SKILLS

• Strong organizational skills, attention to detail, and capacity to manage multiple assignments.
• Ability to work efficiently and collaboratively with all levels of staff and with external parties as necessary.
• Ability to maintain confidentially and protect privileged information and documents appropriately.
• Ability to work calmly and effectively in a high-paced office environment.
• Knowledge of correct English usage include spelling, grammar, punctuation, and vocabulary.
• Self-motivated, conscientious, and willing to learn.
• Effective listening skills.

LICENSURE

• Valid drivers’ license and maintenance of satisfactory driving record.

SUPERVISORY…