Administrative Assistant (Business Development)

About Us

At Ghafari Associates, we don’t just design buildings—we help shape the future of the industries we serve. As a global leader in architecture, engineering, and consulting, we partner with clients to deliver forward-thinking solutions that transform how people work, manufacture, and connect. Our strength lies in our people. We bring together curious minds, technical experts, and creative problem-solvers who thrive on collaboration and innovation. Whether supporting major industrial programs or advancing federal and commercial projects, our teams are empowered to make a meaningful impact—both for our clients and within our communities. We are committed to investing in our employees’ financial, physical, and emotional well-being, as well as their professional growth. Through robust training, licensure support, internships, mentorships, and tuition reimbursement, we provide the resources our people need to build rewarding careers while making a lasting difference in the communities we are proud to call home.

General Summary

The Administrative Assistant (Business Development) provides high-quality administrative and coordination support for the Business Development (BD) team. This role helps ensure BD operations run smoothly from lead tracking through proposal and interview support, client engagement coordination, and post-submittal follow-up. The ideal candidate is highly organized, detail-oriented, proactive, and comfortable managing multiple priorities in a fast-paced, deadline-driven environment.

Essential Job Functions

• Support BD leadership and teams throughout the business development lifecycle, from opportunity intake and planning through proposal submission and follow-up.
• Assist BD team with research related to potential clients, markets, and industries.
• Assist the BD and Marketing teams with the development of proposals, presentations, and interview materials.
• Support responses to Request for Proposal (RFPs) and other business inquiries, including: maintaining proposal calendars and deadlines; coordinating resumes, project sheets, and team information with Marketing; coordinating content requests across internal disciplines; compiling drafts and managing version control.
• Track and maintain opportunity-related forms and records, including PIFs, teaming details, submission requirements, and deliverable checklists.
• Coordinate production support as needed (printing, packaging, shipping, and/or electronic uploads).
• Assist with scheduling and coordination for client meetings, conferences, and networking events.
• Support the maintenance of the BD pipeline by updating CRM and tracking tools, including: client contact records; opportunity status and next steps; key dates, notes, and follow-up tasks.
• Generate and distribute basic pipeline reports and status summaries to BD leadership, as requested.
• Support the preparation and editing of presentations, meeting materials, and client communications.
• Coordinate small client-facing touches as needed (e.g., meeting arrangements, meals, gifts/recognition items, visitor access).
• Scheduling meetings, preparing agendas, and capturing/distributing meeting minutes and action items.
• Maintaining shared calendars (BD deadlines, meetings, travel).
• Coordinating travel arrangements as needed.
• Document formatting, file organization, and general administrative support using Microsoft Office and Outlook.
• Coordinate with office staff and/or building management for visitor access, service requests, and office logistics when needed.
• Perform other duties assigned in an orderly and efficient manner.

Employment Qualifications

• Education: Associate’s degree preferred (Bachelor’s degree a plus).
• Experience: 3+ years of experience in an administrative assistant role (experience supporting business development, marketing, proposals, sales, or professional services strongly preferred). Design and construction industry experience preferred.

Skills / Competencies

• Strong proficiency in Microsoft Office (Word, PowerPoint, Excel) and Outlook.
• Strong written and verbal communication skills with attention to detail.
• Demonstrated ability to manage multiple deadlines with a high level of accuracy.
• Ability to work under pressure, prioritize tasks, and follow through with minimal supervision.
• Strong organizational and problem-solving skills.
• Professional judgment and discretion when handling sensitive client and pursuit information.
• Experience with CRM platforms (e.g., Deltek, Salesforce, HubSpot, Microsoft Dynamics) preferred.
• Positive, professional, and enthusiastic demeanor in a fast-paced environment.