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Administrative & Marketing Assistant

Location: Dallas, Texas

Work Arrangement: Full-time, on-site

Reports To: Acting President

Employment Type: Temporary-to-Hire or Direct Hire

Compensation: Approximately $60,000–$80,000 annually, depending on experience

Position Overview

Our client is a well-established, Dallas-based company that has been in business for more than 40 years and is continuing to expand. They are seeking a creative and growth-oriented Administrative & Marketing Assistant who can leverage artificial intelligence and emerging technology to help generate leads, improve business processes, and support the company’s continued growth.

This is a highly visible, multifaceted position combining executive and administrative support, marketing coordination, proposal development, customer service, lead generation, and business-development support. The selected candidate will provide direct support to the Acting President while also collaborating with other members of the leadership team.

The ideal candidate will be comfortable managing day-to-day administrative priorities while thinking strategically about how the company can generate new business, strengthen client relationships, and expand its market presence.

This opportunity is well suited for someone who wants to grow with the organization and potentially develop into a sales, marketing, operations, or business-development role over time. Our client is seeking an individual who approaches the position with an ownership mindset and consistently considers how their work can contribute to the company’s long-term success.

Key Responsibilities

Executive and Administrative Support

• Provide day-to-day administrative and organizational support to the Acting President and other members of the leadership team.
• Coordinate meetings, appointments, schedules, correspondence, and follow-up activities.
• Prepare documents, presentations, reports, and other business materials.
• Help leadership maintain organization, prioritize commitments, and follow through on action items.
• Support communication and coordination among internal team members, clients, prospects, and business partners.
• Assist with special projects and evolving business needs as assigned.

Marketing and Business Development Support

• Assist in developing and executing marketing campaigns designed to increase brand awareness and generate qualified leads.
• Research prospective clients, industries, properties, and geographic markets that may benefit from the company’s services.
• Help identify effective methods for canvassing targeted areas and building a pipeline of potential customers.
• Coordinate outreach efforts and schedule appointments for members of the leadership and sales teams.
• Maintain prospect lists, track outreach activity, and support timely follow-up with prospective clients.
• Contribute ideas for strengthening the company’s sales process, market positioning, and business-development strategy.
• Approach each assignment with a sales-oriented mindset and consider how administrative, marketing, and customer-service activities can support revenue growth.

Artificial Intelligence and Lead Generation

• Research and recommend practical ways to use artificial intelligence tools to identify prospects, improve lead generation, personalize outreach, and streamline marketing activities.
• Evaluate emerging technologies and platforms that may help improve efficiency or expand the company’s sales pipeline.
• Provide informed recommendations and creative ideas regarding the use of AI in marketing, prospecting, proposal development, and administrative processes.
• Help implement approved technology-based processes and evaluate their effectiveness.
• Identify opportunities to automate routine tasks and improve the consistency and efficiency of internal workflows.

Proposal and Client Support

• Assist with the preparation, formatting, editing, and coordination of client proposals, presentations, and bid materials.
• Gather information from internal stakeholders to ensure proposals are accurate, complete, professional, and submitted on time.
• Provide responsive, professional service to current and prospective clients.
• Help coordinate follow-up communications after proposals, meetings, and sales presentations.
• Maintain a professional demeanor and represent the company positively in all interactions.

Qualifications

• Previous experience in executive assistance, administrative support, marketing, sales support, business development, customer service, or a related function.
• Strong organizational skills with the ability to manage multiple priorities and shifting deadlines.
• Excellent written and verbal communication skills.
• Strong interpersonal skills and the ability to work effectively with a wide range of personalities and leadership styles.
• Professional, approachable, and customer-focused demeanor.
• Demonstrated initiative, curiosity, and willingness to take ownership of responsibilities.
• Ability to think beyond assigned tasks and identify opportunities to improve processes, support clients, and build the business.
• Experience assisting with proposals, presentations, marketing campaigns, lead generation, or appointment setting is preferred.
• Familiarity with artificial intelligence tools and their application to marketing, prospecting, or business operations is strongly valued.
• Proficiency with Microsoft Office or comparable business software.
• Experience in property management, facilities services, commercial cleaning, janitorial services, or a related industry is a plus.
• Bilingual English and Spanish skills are helpful but not required.

Ideal Candidate Profile

The ideal candidate is energetic, dependable, collaborative, and eager to grow. This individual will be comfortable supporting senior leadership while also contributing ideas, asking thoughtful questions, and identifying opportunities to strengthen the organization.

Our client is especially interested in candidates who:

• Think like a long-term business partner rather than limiting themselves to a traditional administrative role.
• Are motivated by growth, learning, and increased responsibility.
• Bring ideas for generating leads, improving outreach, and expanding the company’s client base.
• Understand that every employee can contribute to sales, customer retention, and business growth.
• Work well with diverse personalities and build positive relationships throughout the organization.
• Are willing to assist wherever needed and remain flexible as the company continues to grow.
• Demonstrate persistence, ambition, sound judgment, and a strong work ethic.

Growth Opportunity

This position has the potential to grow alongside the organization. Based on performance, interests, and business needs, the successful candidate may have the opportunity to take on expanded responsibilities in sales, marketing, business development, operations, or executive support.