Marketing Assistant

POSITION SUMMARY

The Marketing Assistant supports PSA’s marketing, proposal, and business development efforts by helping produce accurate, polished, and timely marketing materials. This production-focused role assists with proposals, project sheets, employee resumes, presentations, social media support, event logistics, photography coordination, marketing databases, and administrative tasks. The Marketing Assistant works under the direction of the Marketing Manager or Director and supports the broader department by keeping information organized, materials updated, and production tasks moving efficiently.

 KEY RESPONSIBILITIES

Proposal Production & Document Support

• Assist with formatting, assembling, packaging, proofreading, and submitting proposals, RFQs, RFPs, presentations, qualifications packages, and related marketing materials.
• Prepare and update resumes, sell sheets, project descriptions, references, forms, tabs, covers, labels, and standard proposal attachments.
• Check proposal documents for formatting consistency, accuracy, completeness, page order, required attachments, and brand standards.
• Coordinate with internal staff to collect project details, resumes, images, signatures, forms, and other proposal information as requested.
• Maintain organized electronic and hard-copy proposal files, templates, and submission records.

Marketing Database & Content Maintenance

• Update and maintain project lists, employee resumes, project information sheets, photo libraries, marketing content folders, checklists, and recurring department resources.
• Enter and update proposal tracking information, including deadlines, contacts, statuses, submission details, and follow-up notes.
• Assist with website updates, social media preparation, project highlights, employee updates, and digital content implementation under the direction of the Marketing Manager.
• Help maintain marketing templates, collateral files, branded materials, and production resources.

Graphics, Photography & Collateral Support

• Assist with creating and updating presentations, advertisements, flyers, sell sheets, leave-behinds, signage, promotional pieces, and other branded materials.
• Coordinate project photography logistics, including scheduling, shot lists, image collection, postproduction coordination, and file organization.
• Support basic graphic updates in Adobe Creative Suite or similar tools, including formatting, image placement, file preparation, and production edits.

Events, Trade Shows & Administrative Coordination

• Assist with event registrations, sponsorship tracking, booth materials, name badges, hotel reservations, shipping, collateral preparation, and event supply coordination.
• Order, track, and maintain inventory of promotional items, branded materials, office marketing supplies, and trade show resources.
• Schedule marketing meetings, send reminders, organize agendas or notes, track follow-up items, and support recurring department deadlines.
• Perform additional administrative duties and special projects to support the marketing department and firm initiatives.

SKILLS & QUALIFICATIONS

• Bachelor’s degree, current progress toward a degree, or relevant coursework in Marketing, Communications. Graphic Design, Business, or a related field preferred.
• 0-2 years of marketing, administrative, proposal, office, design, or professional services experience preferred.
• Strong attention to detail, organization, follow-through, and ability to manage multiple tasks in a deadline-driven environment.
• Proficiency with Microsoft Office and/or Google Workspace; familiarity with Adobe InDesign, Photoshop, Illustrator, Canva, or similar tools preferred.
• Experience or interest in architecture, engineering, construction, design, or professional services marketing is a plus.
• Professional communication skills and willingness to coordinate with internal teams, vendors, and external contacts as needed.

 
WORK ENVIRONMENT AND PHYSICAL DEMANDS

• Location: Hybrid (Office/Remote), Site
• Schedule: Full time
• Travel to sites required
• Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. Performance of the duties will occasionally require physical ability to climb permanent and temporary stairs, passenger use of construction personnel hoists, ability to climb ladders and negotiate work areas under construction. Specific vision abilities required by this job include close vision, peripheral vision, depth perception, and the ability to adjust focus. Performing this job requires use of hands to finger, handle, or feel objects, tools or controls, sit, talk and hear (bells, whistles, etc.), stand, climb, balance, stoop, kneel, crouch, or crawl. Employee must occasionally lift and/or move up to 50 lbs.