The Administrative Assistant for the Business Development and Marketing team at AVCON provides vital support to the Director of Business Development and staff, ensuring smooth operation of business development and marketing activities. This role encompasses coordinating meetings and events, managing CRM data, assisting with proposals and marketing materials, maintaining accurate records, and handling a variety of administrative tasks as described below. Flexibility, organization, teamwork, and attention to detail are essential, as the assistant plays a key role in supporting the firm’s strategic growth initiatives in a dynamic environment. This position is based in AVCON's Orlando, Florida office.

ESSENTIAL FUNCTIONS (may include but are not limited to):

Business Development and Marketing Support:

• Assist the Director and Business Development Administrator with organizing and tracking business development activities, including leads, proposal efforts, and client meetings.
• Support the preparation and finalization of documents, such as reports, presentations, and proposals, ensuring consistent branding and professionalism.
• Assist with the assembly and production of hard copy submittals.
• Conduct and compile market research reports, client/consultant/contractor analyses, and maintain related files as needed.

CRM Database Maintenance:

• Update and maintain client contacts, upcoming pursuits, project details, staff licensure information, and other critical data in the CRM system.
• Reporting from system to assist with preparation of weekly business development and marketing meetings and for other marketing projects as needed.

Event and Meeting Coordination:

• Collaborate with the Business Development Administrator and Director to manage logistics for marketing events and conferences, including sponsorships, registrations, travel, and accommodations as needed.
• Coordinate and maintain meeting minutes and documentation from business development and marketing meetings; distribute minutes upon approval to appropriate staff.

Additional Administrative Support:

• Manage department office supplies, marketing materials, and promotional items, including inventory tracking.
• Maintain office files, project/marketing/sales records, and other team collateral.
• Process vendor invoices related to photography, promotional expenditures, and marketing expenses.
• Ensure compliance with recordkeeping and maintain accurate documentation.
• Coordinate travel arrangements for meetings and industry events.
• Manage appointments, resolve scheduling conflicts, and ensure timely meeting preparation.
• Assist with developing and compiling project descriptions, staff resumes, and proposal materials to support business development efforts.
• Draft, proofread, and distribute internal and external communications, including emails, letters, award submittals, and marketing collateral.
• Support ad hoc administrative needs for the team, including onboarding materials for new staff, training session logistics, and general team coordination.

Flexibility is essential, as client deadlines may be urgent or last-minute. Additional administrative or operational tasks may be assigned as needed.

QUALIFICATIONS

• High School Graduate. Associate’s degree in business administration with a marketing focus or related field desired.
• Minimum of 2+ years of experience in an administrative professional or in a marketing or business development assistant role, preferred.
• Experienced in the engineering or construction industry, preferred.
• 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. 

EXPERIENCE REQUIREMENTS

Relevant experience that illustrates initiative, organization, and the ability to work with a team supporting one another in a fast paced environment.

LICENSURE

• Valid drivers’ license and maintenance of satisfactory driving record.

SUPERVISORY RESPONSIBILITIES

There are no supervisory responsibilities associated with this position.

TELECOMMUTING

Due to the collaborative nature of this position and accessibility for in-house client meetings, it is important that this position physically work in the office.

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 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 130 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 Tomorrow’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.