Duties & Responsibilities

Operations Support:

• Serve as the first point of contact by answering and directing phone calls.
• Handle intake for potential clients, including scheduling and follow-up communications.
• Coordinate meetings and consultations with the Principal or Project Manager.
• Manage call-forwarding technology and liaise with IT for troubleshooting.
• Explore external call-handling options for after-hours coverage.
• Support the intern program through interviewing and onboarding to task management and scheduling.
• Assist with drafting client proposals and documents using Adobe Suite.
• Send client proposals through DocuSign.
• Maintain client data in our CRM (HubSpot) and evaluate new features for improved operations.
• Coordinate project scheduling and client communication pre–kickoff.

Marketing Coordination:

• Collaborate with our marketing partner to keep website current and send the quarterly newsletter.
• Coordinate professional project photography and maintain a digital/print project portfolio.
• Develop and schedule engaging social media content in coordination with the internal team.

Experience Requirements

• 2–4 years of experience in administrative, project coordination, or marketing roles.
• Strong organizational, time management, and communication skills.
• Proficiency in Microsoft Office Suite, Adobe Creative Suite, HubSpot (or similar CRM), and DocuSign.
• Ability to multitask in a fast-paced environment.
• A collaborative team player who can also work independently.

Preferred Skills

• Experience managing interns or junior staff.
• An eye for design and layout in proposals/portfolios.
• Interest in client service and relationship-building.
• Social media or marketing experience is a plus.
• Experience working with marketing consultants within constraints of an existing website (programming experience a plus).