Description

The Marketing/Admin Assistant for Shannon & Wilson will be responsible for supporting the Portland Admin Group with quality proposal information, ongoing input and maintenance of crucial data in the CRM database (Cosential), assistance in creating and/or updating marketing collateral, and administrative duties to keep the department running smoothly. This role provides an opportunity for the right candidate to grow their career in an employee-owned company that has been in business for 70 years.

Responsibilities:

• Assist in preparing high quality prime and subconsultant proposals through the development of marketing materials such as resumes, biographies, project descriptions, project photographs, and collateral materials
• Maintain the CRM database by inputting and updating information on opportunities, projects, resumes, photos, and document templates
• Assist with opportunity tracking via IMS, DJC (Daily Journal of Commerce), and providing summaries of Capital Improvement Plans
• Support the team with research, reports, and tracking documents
• Assist with internal word processing – reviewing, editing, and compiling documents, filing documents and other items
• Attend and note-take for misc. internal meetings
• Assist senior marketer with design award submissions
• Order promotional items such as business cards and additional office materials
• Support corporate marketing with social media efforts, website updates, and misc. companywide requests
• Assist in coordinating internal events (quarterly events, conferences/exhibits, annual client nut drive, meat drive)
• Interact with and facilitate communications with staff, vendors, and clients
• Support production staff as needed – greet office guests/vendors, office supply ordering, answering multi-line phone system, coordinating catering, shipping, rental cars, etc.
• Run errands as needed on a weekly, monthly basis
• Perform other duties as assigned by supervisor
• Follow Shannon & Wilson’s Quality Assurance policies and procedures
• Follow and promote Shannon & Wilson’s Health & Safety and Loss Prevention

Qualifications

Education and Experience

• 4-year college degree
• 0-2 years of marketing/administrative experience, preferably with an Architectural/Engineering/ Construction services firm
• Experience with document production equipment is ideal, i.e., printing, copying, and binding
• Experience with Quality Assurance (QA) programs and audit procedures and record keeping, desirable.

Required Qualifications

• Strong analytical and organizational skills, with an ability to multi-task and manage time effectively
• Excellent, writing, proofreading, editing, and document production skills
• Creative with exceptional attention to detail and strong design sensibility
• Superior ability to communicate tactfully and diplomatically, both written and verbally
• Must be able to work in a fast-paced, multi-tasking environment with a good understanding of the time critical nature of proposals and other marketing tasks
• Must be able to balance multiple deadlines and work effectively under pressure
• Basic knowledge and understanding of marketing and business development strategies
• Demonstrated proficiency in MS Word, Excel, PowerPoint, Outlook, and Adobe Acrobat required; familiarity with InDesign, Photoshop, and a CRM Database is desired

Level Placement 

Typically, depending on an applicant’s education, experience, other qualifications they possess, if they are a fit for the company and local office culture, and the current business needs, an Entry-Level Marketing/Administrative Assistant typically would be placed at a Shannon & Wilson Office Services I and II. 

Shannon & Wilson is an Equal Opportunity Employer.

Please note that non-solicited resumes from external recruitment agencies will not be considered as introductions to our business, unless a preapproved agreement is in place and the external recruitment agency has been engaged to work on this specific vacancy.