EXECUTIVE ADMINISTRATIVE & MARKETING ASSISTANT POSITION

About the Firm: UltraSystems Environmental, Inc. (UltraSystems®) is one of California’s oldest woman-owned environmental consulting firms that has an exciting opportunity for an experienced administrative and professional marketing services assistant to join our team.

We assist public-agency clients with natural resource management, infrastructure development, and CEQA/NEPA regulatory compliance. Founded in 1994, we have more than 52 professional, technical and support staff serving clients throughout the State of California.

Currently, we are seeking the right person to fill the role of Administrative & Marketing Assistant to work with our Irvine, CA office.

Position Description. Looking for an enthusiastic individual with good writing, phone, organizational, marketing and business development skills for our environmental consulting firm.

Will report directly to the Chief Executive Officer, with assignments from the Senior Marketing Manager, and have good administrative and decision-making skills. Duties will include:

Administration and Coordination

• Assists CEO with email inquiries and coordinates with Marketing team on proposal folder set-ups.
• Maintains documents and data associated with project proposals for CEO.
• Provides support and ChatGPT queries for CEO during proposal efforts.
• Coordinates information gathering and digital filing for CEO.
• Files and tracks information obtained from subconsultant teaming partners for CEO.
• Helps compile the qualification sections of proposals as directed by CEO (key personnel, relevant experience, cover letters, and non-technical introductions).

Marketing/Business Development

• Assists with writing and editing proposals and Statement of Qualifications (SOQs) and gathering Marketing materials for Prime teaming Requests for Information (RFIs).
• May assist in lead pulling and tracking of bid opportunities for business development for applicable Request for Proposals or Qualifications (RFPs / RFQs) from public agencies.
• Maintains client and teaming partner lists and updates contact lists as needed.
• Maintains marketing materials as requested (updates to resumes, project profiles, services, etc.).
• Interfaces with vendors, if needed.
• Attend and track prospective client and project partner calls as needed.
• Attends and participates in pre-bid solicitation calls and meetings as needed (usually virtually via MS Teams or Zoom).
• And other duties may also be assigned.

Education and Essential Skills:

• Associate or Bachelor’s degree from an accredited university or college in a similar field related to the industry
• Administrative or Marketing experience: 3 years (this is not an entry-level position).
• Strong capability in Microsoft Office Suite and some Adobe Acrobat Pro knowledge.
• Strong written and verbal communication skills required.
• Business acumen and ability to work in a fast-paced setting with hard deadlines and competing priorities.

Preferred Experience: Executive Administrative or Professional Marketing Services experience within the AEC (Architectural, Engineering, and Construction) industry or environmental field.

Please apply on Indeed or send resume to: Brandie Metcalf, MS, MA [email protected].

UltraSystems Environmental, Inc.

16431 Scientific Way, Irvine, CA 92618

Equal Opportunity/Affirmative Action Employer.

Schedule: 40 hours per week, normal business hours are 8:00 AM – 5:00 PM PST.

Ability to Commute: Prefer HQ driving distance to Irvine, CA 92618 for onsite position; negotiable for hybrid workdays after training period concludes.

Pay: $65,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible schedule
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Retirement plan

Work Location: Hybrid remote in Irvine, CA 92618