P&E Assistant Marketing Specialist 1

GAI Consultants Inc.; Pittsburgh (Allegheny County); On-site; USD 45,000 - 65,000; Full time

Benefits offered by this job

Medical, dental, and vision plans

401(k) with company match

Paid time off + 7 paid holidays

Short-term and long-term disability

Life insurance

Wellness resources

Maternity/paternity/adoption leave

Job summary

GAI Consultants Inc. is seeking an Assistant Marketing Specialist 1 to support Power & Energy pursuits, coordinating proposals, LOIs, qualifications, and presentations. The role starts in-office near the Homestead location with potential for a hybrid schedule later.

The ideal candidate will have a passion for proposal excellence, strong organization, communication skills, and the ability to meet tight deadlines while collaborating with sector leaders and staff.

Qualifications

• 2+ years of related experience as a proposal specialist/coordinator, prior A/E/C industry experience preferred.
• Associate degree required; Bachelor's degree preferred in marketing, graphic design, journalism, or related field.

Responsibilities

• Participate in kick-off meetings, proposal task scheduling, review, production, and delivery activities.
• Follow through with assigned proposal tasks to meet critical deadlines.
• Coordinate with internal and external points of contact to gather requested information and materials.
• Track proposal efforts and ensure scheduled milestones are met.
• Assist in writing and editing marketing and technical content.
• Assist in gathering costs for proposal submissions using Excel.
• Proofread to ensure continuity and compliance with legal, technical, and marketing specifications.
• Support presentation efforts, including development, rehearsal coordination, materials preparation, and logistics.
• Coordinate conference and event activities, including registrations, materials, logistics, and exhibit support.
• Maintain and populate detailed data in Deltek Vantagepoint database.
• Develop and maintain marketing collateral including resumes, project sheets, and custom marketing materials.
• Assist in carrying out other programs and projects as identified.

Skills

Proposal coordination

Marketing support

Content editing

Client communications

Education

Associate degree required

Bachelor's degree preferred

Tools

Deltek Vantagepoint

Adobe Creative Suite

Microsoft Word

Microsoft Excel

Microsoft Outlook

PowerPoint

Job description

GAI seeks a skilled, highly motivated, results-driven Assistant Marketing Specialist 1 to join our dynamic marketing team. This challenging and rewarding position will support the Power & Energy sectors and will be responsible for coordinating the pursuit process and preparation of winning proposals, LOIs, qualifications, and presentations; and producing marketing collateral in collaboration with GAI’s business sector leaders and technical, marketing, communications, and administrative professional staff.

The successful candidate will be located near GAI’s Homestead office location. This role begins in-office, with the potential for a hybrid schedule in the future.

Our ideal candidate is passionate about the pursuit of success, process improvement, and committed to proposal excellence. If you also have excellent organizational and communication skills, perform well under deadlines, are a detail-oriented team player, and, most importantly, have a positive, client-first attitude, we want to hear from you!

Join GAI and make your mark where exceptional professionals can work, learn, lead, and achieve.

Essential Duties and Responsibilities:

• Participate in kick-off meetings, proposal task scheduling, review, production, and delivery activities
• Follow through with assigned proposal tasks to meet critical deadlines
• Coordinate with internal and external points of contact to gather requested information and materials
• Track proposal efforts and ensure scheduled milestones are met
• Assist in writing and editing marketing and technical content
• Assist in gathering costs for proposal submissions using excel
• Proofread to ensure continuity and compliance with legal, technical, and marketing specifications
• Support presentation efforts, including presentation development, rehearsal coordination, materials preperation, and logistics
• Coordinate conference and event activities, including registrations, materials, logistics, and exhibit support
• Maintain and populate detailed data in GAI’s Deltek Vantagepoint database
• Develop and maintain marketing collateral including resumes, project sheets, and custom marketing materials
• Assist in carrying out other programs and projects as identified

Qualifications:

• 2+ years of related experience as a proposal specialist/coordinator, prior A/E/C industry experience preferred
• Associate degree required with a focus on business, marketing, graphic design, journalism, or related area. Bachelor's degree preferred.

Competency:

• Proficiency with Microsoft Word, Excel, Outlook, and PowerPoint
• Proficiency with Adobe Creative Suite
• Deltek Vantagepoint (or similar database programs) experience is a plus
• Competent proofreading and editing skills
• Ability to use templates
• Excellent communication and organizational skills
• Able to document and process information quickly and accurately, with strong attention to detail
• Flexible and able to balance priorities and manage multiple tasks simultaneously within tight schedules
• Able to work both independently and as part of a team
• Able to work flexible hours, including nights and weekends, on a limited basis, to meet proposal deadlines
• Light, local travel is required (up to 20%).

**Proposal writing and layout samples are strongly encouraged – please include a URL on your resume or include PDF samples with your resume.

General Characteristics

• Begins to lead the development and implementation of various basic internal and external marketing, proposal, and business development support activities under the direction and supervision of senior staff.
• Shows progress in acquiring basic skills and developing knowledge of the field’s concepts and principles.
• Follows processes, procedures, and record keeping and Quality Management System (QMS) protocols.
• Maintains and protects client and GAI proprietary and confidential information.
• Developing critical thinking skills.
• Maintains a culture of safety and integrates safe practices into all aspects of daily operations.
• Proficiency with Adobe Creative Suite.
• Ability to work flexible hours.
• Light, local travel. Occasional out-of-state travel.
• Assists Task Managers (TMs) or Project Managers (PMs) with entry-level aspects of projects.
• Recommends and supports the development of innovative strategies to enhance productivity and efficiency.

Minimum Years of Experience

• 2+ Years of Experience

Education

• Bachelor's Degree or equivalent* in marketing, graphic design, writing, business, or similar field of study preferred

Certification/Licensure

• Take initiative in professional growth by participating in trainings, webinars, or certifications that enhance skills and contribute to individual development and team success.
• Driver’s License

Technical Responsibilities

• Begins to lead basic marketing activities across one or more of the following areas:
• - Proposals/Qualifications
• - Presentations/Meeting Logistics
• - Business Development Activities: Conferences, sponsorships, client events, advertising, initiatives, awards, lead and opportunities tracking, vendor registrations, research, website/social media content, etc.
• - Writing: Preparing marketing and technical content/proofreading to ensure continuity and compliance with legal, marketing, and technical specifications.
• - Graphic Design: Design of custom graphics to visually convey complex ideas.
• - Data Management: Supporting the entry and maintenance of data in GAI’s CRM.
• - Public Outreach Support
• - Special Projects: Assist in carrying out other programs and special projects as identified.

Project and Task Management

• Responsible for personal task management and adherence to deadlines and scope.
• Works as part of a team and coordinates work with others.
• Strengthens internal client relationships and knowledge.

Management Responsibility

• Close supervision on all work assignments.
• No managerial responsibilities at this level.

Communication Skills

• Possesses basic oral and written communication skills. Identifies and acknowledges principles of teamwork and leadership.
• Organized, creative, detail oriented, and ability to multi-task and prioritize work.
• Interacts primarily with internal project team members.

“Why GAI?”

GAI offers an exceptional place to do meaningful work, grow your career, and make a real impact in communities nationwide. You’ll join a collaborative, multidisciplinary firm bringing together engineering, planning, and environmental expertise to deliver projects across transportation, infrastructure, power, and energy markets. Working alongside accomplished colleagues, you’ll help move projects from vision through construction, creating solutions that keep people moving, power essential systems, and support responsible development.

At GAI, you’ll work in a team-driven environment grounded in integrity, respect, and shared success, with the flexibility, resources, and career support that reflect a real and lasting commitment to our people. That commitment includes comprehensive benefits, wellness programs, and employee discounts. With opportunities across the U.S., GAI offers the collaboration and client focus of regional teams, supported by the stability, resources, and career-development opportunities of an established and growing firm.

Benefits To Working at GAI Include:

Competitive Pay & Recognition

• Performancedriven recognition and development bonuses
• Medical, dental, and vision plans
• Company-paid short-term and long-term disability
• Company-paid life insurance
• Employee Assistance Program and wellness resources
• Generous paid time off + 7 paid holidays
• Anadditionalfloating holiday—use it for what matters to you
• Paid maternity, paternity, and adoption leave
• 401(k) with company match
• Support and rewards for professional development and certifications

Qualifications

Education

Preferred

Bachelors or better in Marketing.

Experience

Required

2 years:

2 years:

Related Experience

Licenses & Certifications

Required

Driver's License

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.