Marketing Assistant
O'Brien & Gere - Syracuse, NY

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O'Brien & Gere is an employee-owned engineering and project delivery company with over 850 scientists, engineers, construction, and operations personnel located in offices across the U.S. The Company is a leader in providing energy, environmental, water, and facilities solutions. O'Brien & Gere’s integrated 360° life-cycle delivery model reduces project cycle time and creates value for its public and private sector clients. We are currently looking for a Marketing Assistant in our Syracuse, NY location.

The Marketing Assistant (MA) provides administrative support for specified corporate programs and business development functions within the marketing division. The MA will support proposal teams, Marketing Coordinators (MCs), and Marketing Project Managers (MPMs) in developing strategies for responding to and preparing materials for smaller to moderately-complex proposals, presentations, qualifications, and questionnaires (PPQQ's) including SF 254/255 and SF 330 qualification forms. The MA will support a variety of other marketing, communications, and branding activities as noted for proposal teams, business units, market sectors, regions, brands, and/or services. The MA will support marketing management on marketing, strategic activities, communications, branding, and research activities. Other responsibilities include, but are not limited to the following:
  • Creates rough drafts of standard materials and/or marketing promotional documents at the direction of marketing management, MPMs, and MCs.
  • Assists with information gathering for use in standard materials and/or public relations documents
  • Assists in the production of routine proposals, qualifications, questionnaires, and presentations for submission to clients with the goal of performing these functions in a lead development role
  • Assists in training at request of marketing management for such programs as the New Hire Orientation, Welcome Wagon packets, Marketing User Group members, and with Intern assignments, as required
  • Evaluates and makes suggestions to improve marketing operations and the quality of products
  • Serves as a source of general information requests, and responds to division administrative needs
  • Assists with the summarization, coordination, and reporting of marketing service and program information
  • Assists division officer/managers in administrative matters
  • Creates, maintains, and updates division files
  • Routes incoming phone calls to appropriate internal staff
  • Provides word processing support for the division officer/managers and division staff as needed
  • Receives, distributes, and responds to incoming mail
  • Composes/prepares and edits letters and memoranda at the direction of division officer/managers
  • Arranges and schedules meetings, appointments, conferences, and travel arrangements for officer/managers and division staff, as required
  • Records meeting minutes, as required
  • Performs typing and other clerical tasks as needed
  • Adheres to policies and standards set forth in the Firm's Quality System documents
  • Reviews smaller to moderately complex PPQQs to identify items to be included in the PPQQs. Collaborates with the members of the PPQQ team to develop a strategy to be used. Coordinates and compiles PPQQ's in conformance with the Quality Management System (QMS)
  • Works directly with marketing, technical, and resource staff to define individual project requirements and to determine resources needed to produce project documents on schedule
  • Reviews and confirms the resource plan is adequate to ensure all production milestones will be met. Establishes backup delivery plans as required. Follows up with members of the PPQQ team on the status of all proposal elements and expedites as required.
    Maintains and updates resumes of O'Brien & Gere staff
  • Updates standard section materials, monitors this material for currency and conformance to established format, and provides new write ups on projects for project information database (PID) and resumes for master resume update
  • Collects information/data on projects and market areas which will be input into the PID and standard sections
  • May support/lead a marketing program that enhances marketing activities (e.g. SS, collateral, PID, resume))
  • Assists in training at request of marketing management
  • Evaluates and makes suggestions to improve marketing operations and the quality of products
  • Adheres to policies and standards set forth in O'Brien & Gere's QMS documents
  • Other tasks as assigned
Skills and Qualifications
  • Bachelor’s degree (marketing or business), plus one year of experience, or masters degree (MBA or MS Marketing)
  • Demonstrated technical skills in writing and reading in the English language
  • Demonstrated technical skills in marketing research
  • Computer literacy in Microsoft Office (Word, Excel, and PowerPoint)
  • Demonstrated organization and communication skills

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