Job Information
AVCON, INC. Administrative Assistant, Business Development in Orlando, Florida
Overview
As part of the Business Development and Marketing team, the Administrative Assistant will support the Director in achieving AVCON's strategic growth goals. Key responsibilities include departmental organization, research, reporting, scheduling meetings, conference pre-planning, performance activity tracking, and other tasks to ensure smooth operations.
ESSENTIAL FUNCTIONS(may include but are not limited to):
Business Development and Marketing Support: Assist Director in matters related to the department’s leadership including organizing and tracking business development efforts/activities, timelines, action items, and deadlines. May support proposal preparation/assist with assembly/production.
Market Research and Data Management: Conduct research as necessary and with Director for industry trends, metrics, competitors, upcoming projects, and relevant regulatory updates.
CRM and Lead Tracking systems: Assist with maintenance of systems for upcoming projects, prospects, and project statuses.
Event Coordination: As needed, organize logistics for marketing events, conferences, trade shows, and client meetings. Coordinate with event organizers, clients, and vendors (if needed).
Assist Director with developing/reviewing marketing plans, market research reports, regional strategic plans, presentations, proposals, and speaking engagements.
Support client engagement by coordinating follow-ups and scheduling business reviews.
Serve as the primary contact for project opportunities and client inquiries and distribute through Director and other departments as needed.
Manage critical office files, project/marketing/performance records, and technical documents for Director/Senior Leadership.
Process vendor invoices, and work with Director to track budgets specific to business development and marketing initiatives.
Compliance and documentation record keeping/tracking as needed for vendor contracts or other related agreements.
Coordinate and maintain strategic meetings with internal or internal/external teams..
Coordinate travel arrangements for high-level meetings as needed including attendance at conferences or industry events.
Proactively manage appointments and any conflicts associated with the same, ensure timely preparation for meetings.
Draft, proofread, and distribute professional communications as requested.
Take meeting minutes as needed and manage follow-up communications to ensure timely flow of work/actions items.Additional essential duties may include:
Flexibility and with ad hoc tasks are critical to the business as client’s deadlines may be urgent or last minute. Assistance with other administrative or operational tasks may be required to ensure alignment with business goals.
Nights and weekends are generally not required but may occasionally be necessary with little or no advanced notice.
QUALIFICATIONS
High School Graduate. Associate’s degree in business administration with a marketing focus or related field, desired.
Minimum of 3+ years of experience in an administrative or administrative/marketing role.
Experienced in the professional service industry, such as engineering, desired.
Some relevant experience that indicates a propensity to excel by demonstrating leadership, initiative, accomplishment, and/or teamwork.
Proficiency in Microsoft Office to include Outlook, Word, Excel, and PowerPoint.
Database experience, such as Deltek or Salesforce, desired.
Maintain confidentiality of sensitive project details and proprietary information.
REQUIRED KNOWLEDGE, ABILITY, AND SKILLS
Strong organizational skills, attention to detail, and capacity to manage multiple assignments.
Ability to work efficiently and collaboratively with all levels of staff and with external parties as necessary.
Ability to maintain confidentially and protect privileged information and documents appropriately.
Ability to work calmly and effectively in a high-paced office environment.
Knowledge of correct English usage include spelling, grammar, punctuation, and vocabulary.
Self-motivated, conscientious, and willing to learn.
Effective listening skills.
LICENSURE
Valid drivers’ license and maintenance of satisfactory driving record.
SUPERVISORY RESPONSIBILITIES
There are no supervisory responsibilities associated with this position.
ENVIRONMENT
Work usually takes place in a clean, pleasant, and comfortable office setting. Site visits may occasionally take place in an outdoor environment.
PHYSICAL REQUIREMENTS
While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to sit for long periods of time. The employee is occasionally required to stand; walk; use hands to finger, handle or feel; reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to ten (10) pounds and occasionally lift and/or move up to 40 pounds. Specific vision abilities required by this job include close vision, color vision, and ability to adjust focus.
TOOL/PERSONAL PROTECTIVE EQUIPMENT REQUIREMENTS
Not applicable
DISCLAIMER
This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required for this job. Management reserves the right to make adjustments and/or assign or reassign any portion of this job description at any time with or without notice.
EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER
AVCON, INC. provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or genetics. In addition to federal law requirements, AVCON complies with applicable state and local laws governing nondiscrimination in employment at every location in which the company has facilities. 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.
AVCON expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. Improper interference with the ability of AVCON’s employees to perform their job duties may result in discipline up to and including discharge.
Please CLICK HERE (https://avconinc.com/careers/) and scroll down to our Benefits section to learn more about the potential Benefits you may be eligible to receive with this position.
Founded in 1988, AVCON, INC. (AVCON) serves the aviation, facilities, transportation, and development industries and employs over 120 professionals with expertise in all aspects of aviation planning and design; civil, structural, electrical, mechanical, and plumbing engineering; fire protection design; utilities coordination and design; traffic planning and highway design; and a full array of design and construction support services. AVCON has built its reputation on delivering innovative and practical engineering solutions to clients, blending economic, sustainable, and technological elements into each project. Whether working on a building facility, roadway, or airfield, AVCON offers high-level technical expertise based on more than three decades of hands-on experience ensuring the job is done right the first time. AVCON prides itself on partnering with clients in Transforming Today’s Ideas into Tomorro w’s Reality.
NOTICE TO THIRD PARTY AGENCIES: Please note that AVCON does not accept unsolicited resumes from recruiters or employment agencies. In the absence of a signed Recruitment Fee Agreement, AVCON will not consider or agree to payment of any referral compensation or recruiter fee. In the event a recruiter or agency submits a resume or candidate without a previously signed agreement, AVCON explicitly reserves the right to pursue and hire those candidate(s) without any financial obligation to the recruiter or agency. Any unsolicited resumes, including those submitted to hiring managers, are deemed to be the property of AVCON.
Job LocationsUS-FL-Orlando
ID 1823
of Openings 1
Category Marketing
