Support marketing and RFP efforts including preparing proposal materials, coordinating subconsultants, maintaining marketing database and collateral, reviewing contracts and NDAs, and managing project records and administrative tasks for principals and Marketing Manager.
Renowned landscape architecture firm is seeking a full-time Marketing Assistant for its Downtown Los Angeles studio. We are a company of leading designers, planners, and professionals with studios in Southern and Northern California, Texas, New York, and Shanghai.
We are looking for a highly organized, proactive individual who can manage multiple priorities, meet deadlines, and support both day-to-day administrative operations and marketing efforts. This position reports directly to the Managing Principal.
Job Responsibilities
A. Marketing & RFP Support
- Review NDAs and Notices to Proceed (NTPs)
- Follow up with clients regarding scope questions
- Review project scope (deliverables, technical requirements, and schedule) to confirm feasibility
- Assist in preparing RFP response materials, including:
- Project Experience
- Staff resumes
- Financial proposals
- Required forms
- Corporate/financial statements and licensure
- Coordinate with subconsultants to obtain fee proposals and scopes of work
- Distribute RFPs to subconsultants (client-issued or internally generated)
- Confirm proposal due dates with clients and coordinate with Principals on interview and presentation materials
- Maintain and update the marketing database and collateral materials
- Set up new project records and additional service requests
- Support the Marketing Manager on public-sector RFPs
B. Contracts & Project Coordination
- Submit client and subconsultant contracts for legal review
- Coordinate communication between legal counsel, clients, and subconsultants
- Ensure contracts are finalized and ready for Principal signature
- Prepare and issue subconsultant agreements (and track execution)
- Prepare and issue additional service agreements (and follow up as needed)
- Track and confirm receipt of signed contracts for active projects
- Assist with coordination of project kick-off schedules
Qualifications
- Bachelors degree in Liberal Arts or related field with strong writing skills required
- 1-2 years of administrative and or/marketing experience
- Proficiency in Microsoft Office and Adobe Create Suite (Photoshop, Illustrator, InDesign, Acrobat)
- Strong organizational skills with the ability to manage multiple deadlines in a fast-paced, creative environment
- Self-started with a proactive, resourceful approach and strong attention to detail
Compensation & Benefits
- Salary: $60,000 – $75,000 annually
- Competitive benefits package including health, dental, long-term disability, 401(k), profit sharing, and performance-based bonuses
- Classification: Non-Exempt
SWA Group Laguna Beach, California, USA Office
570 Glenneyre St Ste 107, Laguna Beach, California, 92651-2453, United States, Laguna Beach, United States, 92651-2453
SWA Group Los Angeles, California, USA Office
811 W 7th St Ste 800, Los Angeles, California, 90017-3419, United States, Los Angeles, United States, 90017-3419
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