Marketing Administrative Assistant

H2M architects + engineers, a multidiscipline architectural, engineering, environmental consulting firm based in NY and NJ currently has an opening for a Marketing Administrative Assistant to join our Marketing team in Melville, NY.  As part of the Marketing Team, this position will support the marketing team to achieve the goals of our corporate marketing plan. In this position you will support the strategic business goals and provide administrative assistance and related activities to the team. 

Job Responsibilities

As a Marketing Administrative Assistant focused on planning and program support, you'll execute marketing initiatives and provide daily support to the marketing team, organizing and maintaining marketing materials and coordinating marketing-related activities. We're seeking a detail-oriented, highly motivated, creative thinker who thrives in a fast-paced, deadline-driven, collaborative environment.

Administrative Support to the Marketing Team

• Coordinate trade show attendance, maintain the tradeshow log/schedule, handle registration, and manage booth inventory/equipment by market
• Support planning and execution of company-sponsored events, including industry conferences and workshops: logistics, registrations, and on-site support
• Schedule departmental meetings and team-building events; ensure staff develop agendas, including coordinating lunch orders
• Format and edit documents, spreadsheets, and presentations as needed
• Maintain a calendar/alert system for project and staff photography, groundbreaking/ribbon-cutting videography, and other special video needs
• Compile the internal newsletter: collect content from contributors, populate the template, and ensure production and distribution to staff
• As-needed, maintain the marketing CRM database (research, data entry, client updates), including the holiday gift and client gift lists
• Monitor the marketing email inbox and handle related general inquiries
• Manage the marketing mail slot in the print room and distribute as needed
• Coordinate professional and journal advertisements with the communications and graphics teams
• Manage submission deadlines for all targeted awards and recognitions, ensuring timely, accurate submissions
• Maintain a comprehensive archive of award submissions, wins, and recognitions for reference and historical purposes
• Provide as-needed support to the Proposal Team on routing incoming RFPs within the CRM system

Inventory Controls and Printed Collateral Materials

• Manage external vendors for printing, giveaways, and other marketing materials
• Research and recommend giveaways and other market-related items
• Serve as department contact for promotional item distribution — obtain price lists, prepare cost comparisons, and manage stock rotation to keep markets supported and inventory adequate
• Track inventory of promotional materials, proposal stock, and print collateral across corporate and regional offices
• Lead the holiday gift program in coordination with leadership; assist with client list updates by market
• Provide general administrative support as needed

Education and Qualifications

• 3–5 years of administrative support experience
• Strong written communication skills, concise correspondence and emails
• Highly motivated, organized, self-directed, eager to learn, and a strong team player
• Able to communicate across all levels of an organization
• Detail-oriented and efficient
• Able to manage multiple competing priorities
• Familiarity with CRM programs a plus
• Proficient in Microsoft Word, Excel, PowerPoint, Outlook
• Emerging skills in Adobe InDesign, Illustrator, and Photoshop a plus
• Working knowledge of social media platforms (LinkedIn, Instagram, Facebook, X)
• Skilled at building and maintaining relationships internally and externally

The compensation range for this role is $24 to $31.25 an hour.