Executive Assistant

Passero Associates

Executive Assistant at Passero Associates managing proposals and administrative support in Rochester, NY. Fostering collaboration and service excellence in a team-oriented environment.

Posted 4/23/2026full-timeRochester • New York • 🇺🇸 United StatesMid-LevelSenior💰 $55,000 - $65,000 per yearWebsite

About the role

Key responsibilities & impact

Provide administrative and document support for proposals, contracts, and marketing materials, including formatting, proofreading, coordination, and compliance support as needed.
Assist with the preparation, tracking, and organization of AIA contract documents and other A/E/C-related agreements.
Support proposal and project information management using the firm’s CRM system (Deltek Vantagepoint), including data entry, updates, and basic reporting.
Serve as a key point of contact for internal and external customers, delivering exceptional client service.
Coordinate calendars, meetings, and office workflows to ensure smooth daily operations.
Maintain organized digital and physical filing systems.
Support office administration functions, including coordination with vendors and internal teams.
Assist with marketing-related tasks as needed, including basic graphic design, social media support, or proposal assistance (as applicable).
Contribute to a professional, welcoming office environment and support team collaboration.

Requirements

What you’ll need

Associate degree (AAS) in Office Technology, Business/Office Management, or a related field; or equivalent professional experience.
5+ years of administrative support experience; experience in an Architecture or Engineering firm strongly preferred.
Experience in supporting proposals, RFQs/RFPs, or marketing deliverables is highly desired.
Strong commitment to customer service and supporting both internal teams and external clients.
Familiarity with AIA contract documents and A/E contracts preferred.
Experience with Deltek Vantagepoint or similar CRM/project management platforms strongly preferred.
Excellent verbal, written, and interpersonal communication skills.
Self-starter with a high level of accountability who works well independently and collaboratively.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) required.
Experience with Adobe Creative Suite, Bluebeam, or project management software is a plus.

Benefits

Comp & perks

Professional development opportunities
Supportive, team-oriented environment

ATS Keywords

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Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard Skills & Tools

administrative supportdocument supportproposal preparationdata entryreportinggraphic designMicrosoft Office SuiteAdobe Creative SuiteBluebeamproject management software

Soft Skills

customer servicecommunication skillsteam collaborationself-starteraccountabilityorganizational skillsinterpersonal skillscoordinationworkflow managementattention to detail

Certifications

Associate degree in Office TechnologyAssociate degree in Business/Office Management