About Careertakes

👉 Important disclosure: Careertakes is a third-party recruiting platform supporting this hiring process. If selected, you will be employed directly by our client, Admin.

Applicants for this role may also receive access to additional matched opportunities through the Careertakes platform.

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Role overview

Confidential Client is hiring a Marketing/Administrative Assistant in Pittsburgh, PA (on-site / full-time with contract engagement options). This cross-functional role supports proposal development, marketing collateral, and general office operations across multiple people and offices. Strong writing, proofreading, organization, and desktop-publishing skills are essential.

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What You’ll Do

• Assist with development, production, and coordination of proposals and presentations
• Create and format marketing collateral (brochures, proposals, presentation decks)
• Review RFPs to determine required format, content, and submission approach
• Coordinate with graphics, project managers, project teams, HR, recruiting, accounting, and other offices
• Word process, format reports, and maintain electronic and hard-copy project files
• Schedule and coordinate internal and external meetings, public meetings, and outreach events
• Book travel, maintain fleet scheduling, and organize office functions
• Field phone calls, greet visitors, handle incoming/outgoing mail and packages
• Onboard new staff and coordinate lunch-and-learn sessions
• Track shop drawings, submittals, RFIs, and change orders; help manage workflow to meet project deadlines
• Edit specifications and technical documents as requested
• Reconcile petty cash, order and maintain office supplies
• Other administrative duties as assigned

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Qualifications

Required

• Bachelor’s degree in Marketing, English, Communications, or a related field
• 0–4 years relevant experience (entry-level candidates with strong skills encouraged)
• Excellent writing, proofreading, and business/technical editing skills
• Proficient with desktop-publishing tools (Adobe InDesign, Illustrator, Photoshop)
• Proficiency in Microsoft Office (Word, PowerPoint, Outlook, Excel) and Microsoft Teams
• Highly organized, detail-oriented, able to prioritize and meet tight deadlines
• Strong interpersonal skills and the ability to work independently and in a team
• Willingness to work overtime when project deadlines require it
• High degree of discretion handling confidential information

Preferred

• Experience with Deltek Vision
• Prior proposal coordination experience
• Experience working in architecture, engineering, or construction firms

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Compensation & Benefits

• Estimated salary range: $45,000 - $85,000 per year (good-faith estimate; final offer may vary based on experience and location)
• Flexible work schedule options (as applicable)
• Healthcare benefits, group life insurance, short- and long-term disability options
• 401(k) retirement plan
• Leave accrual and paid holidays
• Flexible spending accounts, tuition reimbursement, employee assistance program, parental leave

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Employment type & Work authorization

• Employment type: Full-time (with contractor engagement noted in posting)
• Applicants must be authorized to work in the United States for any employer without the need for employment-based visa sponsorship now or in the future. Confidential Client will not sponsor for this role.

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Equal Opportunity & Hiring Transparency

Careertakes and our client are Equal Opportunity Employers committed to building a diverse and inclusive workforce. We prohibit discrimination or harassment of any kind. To support a fair and efficient hiring process, AI tools may be used to assist with application review or resume screening. These tools do not replace human decision-making. Final hiring decisions are made by people.

If you have questions about how your data is used, please contact us directly.