Sales and Marketing Assistant

POSITION SUMMARY

Under the direction of the Director of Business Development, and working closely with the Sales Coordinators, the Sales & Marketing Assistant is the first line of daily sales operations in the Houston office. This role monitors all inbound sales channels, keeps proposals and deadlines moving ahead of schedule, maintains accurate pipeline data, and supports marketing and event activity, allowing the Sales Coordinators to focus on registrations and active pursuits. The ideal candidate is a self-starter with a critical, analytical mindset who anticipates needs, identifies gaps, raises issues early, and takes action without waiting for direction.

PRIMARY RESPONSIBILITIES & KEY DELIVERABLES

Daily Sales Operations

▸ Monitor and respond to the website live chat, sales phone line, and shared sales inboxes throughout the business day; qualify inquiries, route leads to the appropriate Sales Coordinator, and track each item through to resolution.

▸ Conduct a daily review of bid deadlines, Q&A cutoffs, pre-bid meetings, site visits, and submission requirements, and alert the Director and Sales Coordinators to risks before they become urgent.

▸ Collect and organize required bid documents (e.g., insurance certificates, references, licenses, and forms) well ahead of submission deadlines so nothing is left to the last minute.

Director Support

▸ Manage the Director of Business Development's calendar, meeting preparation, and follow-ups.

▸ Capture action items from sales meetings, track them through completion, and proactively remind owners of open items.

▸ Act as a first point of contact when the Director is unavailable, resolving routine requests independently and escalating when needed.

Sales & Proposal Support

▸ Assist the Sales Coordinators with gathering, formatting, and assembling RFP responses, proposal packages, and client presentations.

▸ Maintain the RFP and proposal calendar and keep the bid chart current.

▸ Enter and update leads, contacts, and opportunity activity in the CRM, ensuring pipeline data is accurate and complete.

▸ Help compile the monthly pipeline report, including opportunities generated, pursued, and submitted; industry and service type; dollar values; wins and losses; and year-to-date comparisons, in alignment with Finance department KPIs.

▸ Maintain client lists, proposal libraries, and organized sales files.

▸ Learn and apply the Ambassador Sales Playbook, and recommend updates as processes change.

Marketing & Brand Support

▸ Assist in creating and updating marketing collateral, case studies, presentations, and email campaigns in line with Ambassador Services' brand standards.

▸ Draft and schedule social media posts and support updates to the company website and online listings.

▸ Coordinate logistics for trade shows, webinars, sponsorships, and community events, including materials, shipping, and registrations.

▸ Manage sales collateral and promotional item inventory, and coordinate mailing packages.

▸ Track basic marketing and campaign metrics and help prepare activity reports for the Director of Business Development.

Market Research & Administrative Support

▸ Research prospective clients, industry associations, publications, and competitors to support lead generation and market intelligence.

▸ Maintain Ambassador Services' existing profiles on procurement, vendor, and online platforms, tracking renewals and expirations so registrations remain current.

▸ Support the team with general administrative tasks, including document preparation, data entry, and vendor coordination.

▸ Perform additional duties as directed.

SUCCESS MEASURES

▸ Inbound chats, calls, and emails are responded to or routed within the same business day.

▸ Zero missed bid deadlines or Q&A cutoffs due to missing documents or information.

▸ CRM and bid chart are updated weekly and accurate.

▸ Monthly pipeline report data is delivered on time.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

REQUIRED SKILLS & COMPETENCIES

▸ Proactive and self-directed; anticipates needs, identifies gaps, and takes action without waiting for instructions.

▸ Sound judgment and analytical thinking; able to prioritize, make routine decisions, and know when to escalate.

▸ Working knowledge of sales and marketing principles, including proposal development, branding, and business development.

▸ Clear written and verbal communication skills; ability to produce professional, accurate, client-facing content.

▸ Strong organizational skills and attention to detail, with the ability to manage multiple tasks and deadlines.

▸ Customer service orientation and a professional, courteous approach to internal and external contacts.

▸ Dependable and able to work with urgency, accuracy, and persistence when following up with multiple stakeholders.

▸ Handles confidential pricing, bid, and client information with discretion.

▸ Team-player mindset; cooperative and collaborative in all interactions.

▸ Comfortable using AI tools (e.g., Microsoft Copilot, Claude) for drafting, research, and data summaries.

▸ Familiarity with social media platforms and basic design or content tools (e.g., Canva) is a plus.

FLEXIBILITY & MOBILITY REQUIREMENTS

▸ Full-time, in-person position based at the Houston Corporate Office.

▸ Willingness to work extended hours or weekends to meet proposal, campaign, and event deadlines as needed.

▸ Occasional local travel to support trade shows, client meetings, and company events; valid driver's license and reliable transportation required.

WORK ENVIRONMENT & PHYSICAL DEMANDS

The work environment and physical demands described below are representative of those encountered and required while performing the essential functions of this role. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

▸ Standard office environment with extended periods of computer use and communication.

▸ The employee must occasionally lift and/or move up to 25 pounds, such as event and collateral materials.

▸ The employee is regularly required to sit, use a computer, talk, and hear.

MINIMUM EDUCATION & EXPERIENCE

▸ High School Diploma required; Associate's or Bachelor's degree (completed or in progress) in Business, Marketing, Communications, or a related field preferred.

▸ 1–3 years of experience in sales support, bid or proposal support, executive or administrative support, or marketing.

▸ Proficiency in Microsoft Office Suite, Adobe Acrobat, and web-based applications required; CRM experience preferred.

KEY WORKING RELATIONSHIPS

The incumbent holds key working relationships with the:

▸ Director of Business Development

▸ Sales Coordinators

▸ Business Development, Operations, and Finance Team Leads

Pay: $45,000.00 - $52,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Experience:

• Sales: 3 years (Preferred)

Work Location: In person

Salary : $45,000 - $52,000