Assistant Project Executive

The Assistant Project Executive (APX) works directly with the Project Executive (PX) team to support the pursuit and management of business development, client relationships, and strategic market growth activities. The APX assists the PX team in preparing proposals, managing project pursuit documentation, coordinating client interactions, and supporting the execution of tactical plans to expand and maintain the firm’s client portfolio. Additionally, the APX assists the EVP in development of tools for Business Development, tracking BD performance, aggregating and analyzing data, and supporting business plan execution. This position requires strong organizational skills, business acumen, and the ability to manage multiple priorities in a fast-paced environment.

Key Responsibilities:

• Assist the PX team in developing and maintaining client relationship records and pursuing new client opportunities.
• Support PX team with research on market trends, client organizations, and decision-makers to inform capture planning and pursuit strategies.
• Help prepare qualification packages, proposals, and presentations, ensuring alignment with PX team’s strategic and tactical plans.
• Coordinate internal and external meetings related to business development and relationship engagement, including preparing meeting minutes and follow-up action items.
• Support the PX team in negotiating scope, schedule, and budget elements by gathering data and maintaining documentation.
• Assist with monitoring client satisfaction and tracking progress against pursuit goals and business development targets.
• Help organize and maintain documentation related to proposals, subconsultant agreements, and client contracts.
• Collaborate with marketing and other internal teams to produce materials and coordinate communications supporting pursuit efforts.
• Support PX team in coordinating industry association involvement, certification tracking, and professional development activities.
• Manage routine administrative tasks, such as updating contact databases and maintaining pursuit/project records in Vantagepoint or other CRM systems, and coordinate BD analytics with the Market Analyst.

Qualifications:

• Bachelor’s degree preferred in Business Administration, Marketing, Communications, or related field.
• Experience supporting senior leadership, business development, or client management activities is highly desirable.
• Strong organizational and communication skills; detail-oriented and able to handle confidential information appropriately.
• Ability to work independently and as part of a team under deadlines.
• Proficiency in Microsoft Office Suite (especially Excel and PowerPoint); experience with Deltek Vantagepoint or similar CRM/project management software a plus.
• Self-motivated with a proactive approach to problem solving and continuous improvement.
• Professional demeanor with excellent verbal and written communication skills.

Growth Opportunities:
The APX role offers exposure to strategic business development and client relationship management functions, preparing individuals for growth into future roles such as Project Executive.

Key Performance Indicators:

For evaluating the performance of an Assistant Project Executive (APX), the following metrics and KPIs reflect both support to the Project Executive (PX) and contribution to business development and project pursuit activities. Based on the roles and responsibilities, the following metrics will be utilized to assess APX performance:

• Proposal Support Efficiency: Timeliness and accuracy in assembling and updating proposal components, including scope, schedule, and fee-related data.
• Vantagepoint Data Accuracy: Accuracy and completeness of project and pursuit data entry in systems like Vantagepoint or other CRM tools.
• Client Interaction Support: Number and quality of coordinated client meetings, follow-ups, and documentation prepared to support PX’s client relationships.
• Capture Planning Participation: Involvement in capture planning sessions and contribution to tactical plans and risk management inputs.
• Internal Coordination Responsiveness: Ability to coordinate effectively between PX, marketing, subconsultants, and internal teams, reflected in smooth workflows.
• Professional Development: Engagement in training or certifications aligning with market or business development skills, indicative of growth potential.

Tracking these KPIs with regular feedback from the PXs can provide a balanced view of the APX role’s support effectiveness and areas for growth.