Business Development Administrative Assistant in Branford, Connecticut at Centek Engineering Inc

Position Overview
The Business Development Administrative Assistant provides organizational and operational support to the Director of Business Development and Marketing team. This role is responsible for coordinating proposal setup, maintaining CRM data integrity, supporting lead tracking efforts, and ensuring seamless administrative support for business development initiatives. The ideal candidate is highly organized, detail-oriented, proactive, and comfortable working in a fast-paced professional services environment.

Key Responsibilities:
Business development Support
-Initiate and set up new project opportunities requiring proposals, including internal coordination and documentation preparation.
-Assist the Director of Business Development with lead tracking, pipeline reporting, and follow-up coordination.
-Maintain accurate records of pursuits, opportunities, and client touchpoints within the CRM system.
-Track deadlines for proposals, interviews, and submissions to ensure timely delivery.
-Prepare and organize supporting materials for client meetings and presentations.

CRM and Data Management
- Manage and maintain CRM data, including firms, contacts, projects, and activity touchpoints.
- Ensure data accuracy, consistency, and completeness across all business development records.
- Generate reports related to pipeline activity, client engagement, and market trends as needed.
- Support ongoing CRM process improvements and adherence to BD best practices.

Calendar and Executive Support
- Manage the Director’s calendar, including scheduling meetings, coordinating logistics, and prioritizing appointments.
- Assist with inbox management, including organizing communications, flagging priority items, and drafting routine correspondence.
- Coordinate internal and external meetings, including preparation of agendas and meeting materials.

Marketing Team Support
- Provide back-up support to the Marketing Manager, as needed.
- Assist with proposal formatting, document assembly, and administrative tasks related to marketing deliverables.
- Support event coordination and client engagement initiatives when required.

Qualifications
- Associate’s or Bachelor’s degree in Business, Marketing, Communications, or related field preferred.
- 2+ years of administrative or business development support experience, preferably in a professional services or engineering/architecture environment.
- Proficiency in CRM systems (e.g., Deltek, Salesforce, HubSpot, or similar).
- Strong proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
- Exceptional organizational skills and attention to detail.
- Strong written and verbal communication skills.
- Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
- Professional demeanor and strong interpersonal skills.

Key Competencies
- Highly organized and detail-driven
- Proactive and resourceful
- Discrete with confidential information
- Strong time management skills
- Team-oriented with the ability to work independently

Compensation Structure
- Competitive base salary
- Performance-based incentives tied to department profitability
- Leadership growth opportunity
- Long-term career upside