Executive Assistant

Executive Marketing Assistant

Executive Assistant / Marketing Coordinator

A well-established boutique architecture and design firm is seeking an experienced Executive Assistant / Marketing Coordinator to provide high-level support to the President/CEO. The firm is nationally recognized for serving faith-based/nonprofit organizations and other mission-driven clients. This position offers the opportunity to play a key role in executive operations, client engagement, marketing initiatives, and business development efforts.

Position Summary

The Executive Assistant / Marketing Coordinator serves as a strategic partner to the President/CEO, providing comprehensive executive support while coordinating marketing, business development, and client-facing activities. This role requires a highly organized, polished professional who can effectively manage competing priorities, anticipate needs, and represent the firm with professionalism and discretion.

The ideal candidate possesses exceptional communication skills, strong attention to detail, sound judgment, and the ability to build meaningful relationships with clients, industry partners, and internal stakeholders.

Why This Opportunity?

This role offers a unique opportunity to work closely with executive leadership, contribute to the growth of a respected design firm, and build lasting relationships with clients and partners. The position combines executive support, marketing coordination, event management, and business development responsibilities, creating a dynamic and highly visible role within the organization.

Key Responsibilities

Executive Support:

• Manage the President/CEO's calendar, appointments, meetings, and scheduling priorities.
• Attend meetings, take detailed notes, track action items, and ensure timely follow-up on commitments.
• Act as a liaison between executive leadership and internal or external stakeholders.
• Coordinate travel arrangements, itineraries, and logistics as needed.
• Prepare meeting materials, presentations, reports, and correspondence.
• Maintain confidentiality when handling sensitive business, financial, personnel, and client information.
• Anticipate leadership needs and proactively resolve administrative challenges.

Marketing & Business Development:

• Coordinate conferences, trade shows, speaking engagements, and industry events.
• Manage event logistics, registrations, promotional materials, shipping, and exhibit coordination.
• Assist with the preparation of marketing materials, presentations, proposals, and client-facing communications.
• Create and update presentation decks using advanced PowerPoint skills.
• Support business development initiatives through client outreach, relationship management, and follow-up activities.
• Maintain marketing databases, contact lists, and business development tracking systems.

Client Relations:

• Serve as a professional representative of the firm in interactions with clients, consultants, contractors, and community partners.
• Build and maintain positive relationships with current and prospective clients.
• Communicate effectively with a wide range of stakeholders, adapting messaging and approach as appropriate.
• Support client hospitality efforts, meetings, and special events.

Administrative & Operational Support:

• Assist with proposals, contracts, letters of agreement, RFPs, and RFQs.
• Support special projects and operational initiatives across the organization.
• Coordinate office events, client visits, and executive meetings.
• Provide administrative assistance to leadership and collaborate with other departments as needed.
• Support the Financial Director and senior leadership team on various administrative and project-related responsibilities.

Qualifications

Required

• Minimum of 5 years of experience supporting senior-level executives, business owners, presidents, or CEOs.
• Exceptional verbal and written communication skills.
• Advanced proficiency in Microsoft Office, particularly PowerPoint.
• Strong organizational, project management, and multitasking abilities.
• Ability to manage multiple priorities while maintaining accuracy and attention to detail.
• Professional demeanor with excellent interpersonal and relationship-building skills.
• Demonstrated discretion and sound judgment in handling confidential information.
• Ability to work independently while remaining highly collaborative.
• Willingness to travel occasionally in support of conferences and business development efforts.

Preferred

• Experience in marketing coordination, event planning, trade shows, or business development support.
• Familiarity with proposal development, contract administration, and professional services environments.
• Experience within architecture, engineering, construction, design, or related industries.
• Experience supporting both executive leadership and operational functions.

Ideal Candidate Profile

• Highly proactive and resourceful, with the ability to anticipate needs and solve problems independently.
• Strong communicator with excellent listening skills and attention to detail.
• Professional, polished, and confident in interactions with executives, clients, and industry partners.
• Skilled at managing deadlines, priorities, and follow-through in a fast-paced environment.
• Relationship-oriented with a genuine commitment to providing exceptional service.
• Adaptable, dependable, and eager to contribute to the firm's long-term success.