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.