Administrative/Marketing Assistant

Administrative/Marketing Assistant

About the Role

We are seeking a highly organized and proactive Administrative Assistant for full-time employment in our Richardson, TX office to support daily office operations. This position is intentionally structured as a balanced, multi-functional role, providing equal support across Administrative Operations and Marketing/Proposal Coordination and HR. This is not a single-focus position; the ideal candidate thrives in a dynamic environment, enjoys wearing multiple hats, and is comfortable shifting priorities to meet business needs.

The schedule for this full-time position is Monday – Friday, 8:00 a.m. to 5:00 p.m. This is a 100% onsite position.

Position Overview

The Administrative Assistant plays a key role in ensuring smooth daily office operations while supporting internal functions and contributing to marketing and proposal efforts. This role requires strong organizational skills, attention to detail, professionalism, and the ability to manage multiple responsibilities simultaneously.

• Provide general administrative support to office leadership and staff
• Answer phones, greet guests, and provide courteous support to employees and visitors
• Maintain organized filing systems and accurate recordkeeping
• Manage the flow of invoices between the office and accounting
• Order office supplies, equipment, and marketing materials
• Make travel arrangements and coordinate logistics
• Plan and coordinate in-house events, including catering
• Assist with proposal coordination and submission preparation
• Manage proposal data requests and maintain submission records
• Enter and track pursuits in the CRM system
• Organize and maintain project and staff information
• Prepare and update staff resumes, project descriptions, and marketing materials
• Maintain and update marketing databases
• Assist with presentations, digital content, and graphics
• Coordinate internal and external meetings
• Track event RSVPs and assist with marketing events
• Proofread and edit materials for accuracy, readability, and compliance
• Provide administrative support to the HR Manager as needed, including assisting with documentation, onboarding logistics, and internal activities
• Perform other duties as assigned

Qualifications

• 2+ years of experience in administrative or marketing support roles preferred
• Excellent verbal and written communication skills
• Strong organizational skills and attention to detail
• Ability to manage multiple deadlines and shifting priorities
• Self-motivated with a positive, can-do attitude
• Proficiency in Microsoft Office (Word, Excel, PowerPoint)
• Experience with CRM systems preferred
• Knowledge of Adobe Suite (InDesign, Acrobat) is a plus

Equal Opportunity Employer

OTHON provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.