BUSINESS DEVELOPMENT & MARKETING ADMIN

Basic Job Purpose:

Ravelin Defense is seeking a highly organized and proactive Business Development & Marketing Administrator to support the company's business growth initiatives by coordinating proposal activities, maintaining marketing and sales materials, managing customer engagement events, and supporting business development and administrative duties.

This role serves as the administrative backbone of the Business Development (BD) and marketing teams, ensuring that customer-facing materials, opportunity tracking, events, communications, and internal processes are managed efficiently. The Business Development and Marketing Administrator will work closely with Business Development, Sales, Marketing, Program Management, Business Unit Leaders and senior leadership team to support the company and strengthen customer relationships.

Assignment of Functions and Responsibilities:

Key Responsibilities

Business Development Operations

• Provide administrative support to the Business Development, Sales and Senior Leadership teams (SLT).
• Maintain opportunity tracking systems, sales pipelines, and business development databases.
• Track action items, deadlines, and customer engagement efforts.
• Assist with customer relationship management (CRM) data entry, reporting, and maintenance.

Proposal & Capture Support

• Coordinate with BD, Business Unit Leaders & SLT on proposal outlines, content, and submission requirements.
• Maintain proposal libraries, resumes, past performance information, and reusable proposal content.
• Support proposal development by gathering information, formatting documents, and coordinating reviews.
• Track solicitations, amendments, and submission deadlines.
• Assist capture managers and business developers with pursuit documentation and customer engagement planning.

Customer & Industry Engagement

• Assist with customer visits, industry days, conferences, and networking events.
• Manage meeting schedules, travel arrangements, agendas, and follow-up actions.
• Support customer communications and maintain contact databases.
• Assist in preparing briefing materials for customer meetings and executive engagements.

Marketing & Sales Material Management

• Maintain capability statements, line cards, presentations, and customer-facing collateral.
• Coordinate updates to corporate presentations and business development materials.
• Ensure branding consistency across customer-facing documents.
• Support website and social media updates related to business development initiatives.
• Create marketing content and graphics for presentations, SWAG, line cards, etc.

Trade Show & Event Coordination

• Coordinate logistics for trade shows, conferences, and industry events.
• Manage booth reservations, shipping, registration, promotional items, and event schedules.
• Track event budgets and maintain event planning calendars.
• Coordinate pre-event and post-event activities, including lead tracking and follow-up support.
• Design, procure company SWAG, banners, posters, business cards

Communications & Content Support

• Assist with development and distribution of email campaigns and customer communications.
• Support creation of newsletters, website maintenance, announcements, and business development updates.
• Maintain document repositories and shared business development resources
• Assist with content collection for customer success stories, case studies, and corporate communications.

Reporting & Administrative Management

• Generate business development reports and activity summaries.
• Track key performance metrics, customer interactions, and opportunity status updates.
• Maintain organized electronic filing systems and records.
• Support leadership with special projects and strategic initiatives as assigned.

Awards & Recognition Support

• Coordinate submissions for industry awards and recognition programs.
• Assist with preparation of supporting documentation and presentation materials for engagement with local community partners.
• Organize and support company events and employee recognitions.

Minimum Requirements for Education, Skillset, Qualifications, and Experience:

Qualifications

Required

• Must be a US citizen
• Associate's or Bachelor's degree in Business Administration, Marketing, Communications, or a related field.
• 3+ years of administrative, business development, sales support, or proposal coordination experience.
• Strong organizational and project management skills.
• Excellent written and verbal communication abilities.
• Proficiency with Microsoft Office Suite, particularly PowerPoint, Excel, Word, and Outlook.
• Experience maintaining databases, trackers, and document repositories.
• Ability to manage multiple priorities in a fast-paced environment.
• Self starter and forward thinking.

Preferred

• Experience supporting defense, aerospace, government contracting, or federal business development organizations.
• Familiarity with CRM systems such as HubSpot or similar platforms.
• Experience supporting proposal development and capture management activities.
• Basic knowledge of government contracting processes and federal procurement terminology.

Key Competencies

• Attention to detail
• Organization and time management
• Customer service orientation
• Professional communication
• Collaboration and teamwork
• Problem-solving
• Adaptability
• Process management