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.

Pushing boundaries, redefining design.

The employment offer may deviate from this published range based on a variety of factors, including but not limited to, experience, specialty, knowledge, education, geography and/or related certifications – not related to any applicant’s characteristics protected by local, state or federal law. It is also important to note that salary or hourly rate indicated does not include other forms of compensation or benefits.

About H2M

While we have grown into a large firm over the past 90 plus years, we remain dedicated to preserving our small company connections. It is our intention to always stand as one H2M with a mission that is built around:

• Our People: It’s our people that create our culture, execute our projects, service our clients, support our communities, and help make our company a great place to work.
• Our clients: Our clients are “why” we exist as an organization. We have the experience, expertise, and skillsets that our clients do not have yet are needed to solve the problems of the built environment.
• Our communities: We commit to creating a safe environment that fosters thriving and healthy communities through our contributions and support for numerous charitable, educational, and community-based causes and organizations.

At H2M, we’re more than just the services we provide. We are a team of over 500 professionals with the knowledge, ability, and desire to create something truly impressive. When we ask for the best of you, it is right to ask for the best of the company. Your growth is our growth. Your success is our success. We are in this mission together, so let’s see it through together.

Our Benefits

H2M continuously strives to provide our employees and their families a comprehensive benefit experience surrounding their physical and financial well-being. We offer healthcare and wellness benefits, 401(k) retirement savings with up to 6% employer matching contributions with 100% vesting schedule, annual and spot bonus performance programs, flexibility and paid time off. We also offer tuition assistance for continuing education & professional licensure, student loan debt repayment program, technology allowance and excellent professional development programs that are custom designed for employees at all levels. H2M continually supports their employees through different Employee Resource Groups, such as Diversity and Inclusion, Sustainability, Women’s Initiative and Young Professionals.

Equal Opportunity

H2M is proud to be an equal opportunity workplace committed to equal employment opportunity regardless of race, creed, color, religion, ancestry, sex, age, national origin, marital status, citizenship status, physical or mental disability, sexual orientation, gender identity and/or expression, genetic information, pregnancy status, childbirth, related health conditions or reproductive decisions, status as a protected veteran or any other characteristics protected by Federal, State or local law. Women, minorities, individuals with disabilities, and veterans are encouraged to apply.

Come for the job, stay for the challenge!

www.h2m.com

EOE/M/F/D/V