Marketing Administrative Assistant

Stantec • New York, NY

10d • Hybrid

About The Position

A career in transportation is more than bridges, roads, and rail. As we plan, design, and manage projects that move people and goods from Point A to Point B, we create connections that transform our communities. Every airport, road, bridge, port, or transit project is an opportunity to make communities safer, cleaner, and more resilient. Together, we’re making an impact around the world. If you’re looking for a career that moves, join our team of professionals who are passionate about the future of transportation. Stantec’s New Your City office is seeking an Administrative Assistant to support Marketing, Engineering Projects and Business Development, helping to grow our Transportation-Infrastructure business. This position is ideal for a detail-oriented professional with strong communication skills, preferably with experience in the Architecture, Engineering and Construction industry, who thrives in a deadline-driven environment and is eager to learn all aspects of capture planning and lead potential pursuits. Your Opportunity In this role, you will support a wide range of marketing, business development, and contract-administration activities. You will collaborate closely with marketing, technical, and business leaders to develop high-quality pursuit materials and ensure that project and contract documentation is accurate, current, and compliant with client requirements. This position follows a hybrid work schedule, offering flexibility to work remotely while maintaining strong team collaboration. Employees are expected to be in the office a minimum of three days per week to support project coordination and client engagement.

Requirements

• Proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook) and Adobe Creative Suite, particularly InDesign and Illustrator.
• Strong organizational, prioritization, and time-management skills, with the ability to manage multiple concurrent deadlines in a fast-paced environment.
• Ability to work both independently and as part of larger regional and cross-functional teams.
• Demonstrated creativity in written and graphical outputs and a strong interest in developing skills in capture planning, proposals, and business development.
• Post-secondary education in business, marketing, communications, or a related field, or equivalent combination of education and experience.
• Minimum of 3 years of experience in strategy-related, marketing, or administrative support role, preferably within the A/E/C industry.

Responsibilities

• Prepare pursuit and proposal materials, ensuring project information and staff resumes are updated and formatted correctly.
• Work with marketing, technical, and business leaders to develop thoughtful, high-impact submittals and presentations that clearly communicate the firm’s competitive advantage across multiple business sectors.
• Support proposal strategy and development, contributing to both written content and graphical components (layouts, charts, infographics, and other visual elements).
• Coordinate the creation and delivery of client-facing materials and communications in alignment with the corporate brand, supporting growth, brand awareness, and market leadership goals.
• Budget and coordinate the annual project photography needs for the team
• Coordinate and organize internal marketing materials such as project photography, presentations, brochures, etc.
• Request and track required subconsultant information for all submittals.
• Coordinate completion and submission of required forms for new and active contracts including collaboration with other offices.
• Prepare and submit recurring reports, including the annual Salary Roster and Maximum Salary Rate Roster, and request maximum and specific hourly rates from the State following roster submission.
• Maintain and submit quarterly new-hire updates for inventory salary rosters, logging and organizing staff requests throughout the year for inclusion in future submissions.
• Update monthly workload reports and maintain current design and construction inspection inventories.
• Track and maintain lists of consultant performance evaluations and debriefings.
• Prepare monthly agendas for NYSDOT or similar client coordination meetings.
• Draft, finalize, and distribute meeting minutes, and post them to internal systems such as Pipeline.
• Maintain internal information management systems related to opportunity and lead tracking, including adding new opportunities/ads, updating statuses, and ensuring data accuracy.
• Assist with the budgeting, planning, and internal approvals for conference and tradeshows.
• Assist with conferences and tradeshows, community engagement activities, and general communications, including logistics, materials development, and follow-up tasks.
• Assist with document control and administration of tasks such as invoices, expenses, and timecards.

Benefits

• Career development resources to expand your skills, enhance your expertise, and grow your career.
• Ability to work alongside others who share your passion to improve communities through exciting and unique projects.
• Ability to join Stantec committees, employee resource groups, participate in community volunteering, and join various company or local groups/initiatives.
• We put people first and want to help you make that appointment or the baseball game that you need to attend.
• At Stantec, we have a hybrid, flexible work schedule that meets both business and individual needs.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed