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Your Impact:

Jacobs is seeking a highly motivated Business Development Administrative Coordinator to assist the AERO Business Development organization and to perform a broad range of coordination and administrative tasks in support of business development opportunity pursuits and related activities. This role can be hybrid (remote/onsite) with close proximity to Tullahoma, TN.

Core Duties and Responsibilities

Coordination of Meetings and Events

• Manages global AERO Growth & Sales (G&S) calendar in collaboration with AERO leadership and AERO SVP Executive Administrator (as may be required) to effectively schedule major opportunity milestone events (e.g., color reviews, client engagements).
• Organizes, schedules, and participates in AERO and AERO G&S meetings, and captures meeting minutes and actions, as appropriate and distributes, coordinates, and reminds attendees of follow-on actions.
• Manages, maintains, and ensures currency of all AERO presentation material and marketing documentation as well as AERO leadership bios.
• As requested, participates in and supports internal functional meetings as AERO representative to capture minutes, notes, and actions and ensures distribution of information to the broader team, as appropriate.
• Liaises with CMS Events Coordinator to manage AERO team participation and logistics related to conferences, symposia, and other external collaboration events.
• Manages AERO G&S Team requests for conference room/facilities reservations.
• In coordination with Business Development Coordinators, manages AERO G&S Team logistics for internal meetings/color reviews (e.g., visitors, meals, snacks, printing/production, conference room logistics, and IT needs/requests)
• Liaises with Security to request and manage visitor and offsite team member visit requests.
• Assists with AERO Growth & Sales Team activity and event planning; training and development coordination; and process improvement initiatives.

Coordination of Marketing/Sales Products and Systems

• Assists with the coordination and development of marketing and administrative documents in support of the AERO G&S pipeline.
• Coordinates finalization and production of marketing/sales documents (printing, copying, binding, shipping, or electronic uploads or preparation of digital media, as required).
• Collaborates with AERO G&S leadership and team to establish and populate AERO business unit information repositories (e.g., SharePoint) and administers and maintains AERO SharePoint site organization, content, and site permissions.
• Updates/maintains AERO G&S reference materials (including résumés, project descriptions, contract data, and organization charts) in designated knowledge and information management systems.
• Receives, organizes, and maintains AERO Operational Highlights.
• In collaboration with AERO G&S Operations Director, manages receipt, organization, and distribution of ad hoc information requests to ensure timely responses.
• In coordination with AERO Sales VP, oversees, coordinates, and maintains repository of AERO-specific consulting agreements, consultant hours, and alignment with invoicing.
• In coordination with Business Development Coordinators, manages consultant access to Jacobs systems (e.g., SharePoint).
• Proofs and edits marketing/sales products for consistency and compliance with requirements.

Additional Duties and Responsibilities:

• In coordination with AERO G&S leadership, initiates new team member systems/tools requests (e.g., IT equipment, contract monitoring systems) and updates access and permissions to MS Teams, Outlook, SharePoint, etc.
• In coordination with AERO G&S leadership, coordinates and schedules onboarding/new team member training, including updates to AERO G&S Training Passport.
• Coordinates closely with AERO Business Development Coordinators and supports end game and finalization, as needed and as available.
• Assists AERO Travel Coordinator, as needed.
• In alignment with individual career development and AERO G&S needs, may engage in other Business Development/Sales activities/roles.
• Other duties as may be assigned.

Here’s What You’ll Need:

Required Qualifications

• Education and Experience: Bachelor’s degree plus five (5) years of related experience, or any equivalent combination of relevant education and experience for a total of nine (9) years.
• Technical: Strong capability in Microsoft Office suite and proficiency in database applications. Strong communication skills.
• Languages: Effective verbal and written communication skills in English.

Essential Functions for Position

Physical Requirements Work may involve sitting or standing for extended periods of time. The position may require filing, typing, and reading from a computer screen. Must have sufficient mobility, including but not limited to: bending, reaching, turning, and kneeling to complete daily duties in a timely and efficient manner. There is a possibility that due to parking availability and the location of work, walking moderate to long distances may be required. May visit clients, operations, or other external sites that require Personal Protective Equipment (PPE) such as closed-toe shoes, hard hats, or other special gear.

Work Environment Generally an office environment, but can involve inside or outside work depending on the task. An inside environment may be a cubicle (considerations: close quarters, low to moderate noise, bright or dim lighting). Outside work may include various environmental conditions including warm and cold climates. Needs to be able to work well with co-workers, customers, and all levels of management. No hazards on the job or unusual environmental conditions. While this is a remote position, travel to Tullahoma for proposal reviews, finalization, production, and other business development activities are likely.

Equipment and Machines Ability to operate office equipment such as a personal computer, printer, copy machine, telephone, fax machine, and other equipment including desk supplies and other work-related tools as required. May be required to drive a company-owned or rental vehicle in the conduct of work or for work travel.

Attendance Regular hours will be between Monday - Friday 8:00am - 5:00pm. Regular attendance of scheduled hours is extremely important, but not critical, except for deadlines and meetings. Punctuality and regular attendance are necessary to meet deadlines. Must exhibit flexibility of work hours to adjust to surge situations based on critical mission requirements. Work may be required after hours and on weekends, and sometimes on short notice. Must also be willing and able to travel, as may be needed.

Other Essential Functions Must demonstrate professional behavior at all times when dealing with customers, management, and co-workers. Must have clear, concise, and accurate communication skills in English, both verbal and written. Grooming and dress must be appropriate for the position and must not impose a safety risk to employees or others. Must maintain a positive work atmosphere by behaving and communicating in a professional manner. Independent personal transportation to the office or worksite is required. Travel to and from customers’ locations and the test fields may be required to support projects. This may involve airline travel. In some cases, accommodations can possibly be made for POV, if necessary. When operating any vehicle for work purposes, one must wear a seat belt and in addition, no cellular devices are to be used when the vehicle is in motion.

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Jacobs is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, religion, creed, color, national origin, ancestry, sex (including pregnancy, childbirth, breastfeeding, or medical conditions related to pregnancy, childbirth, or breastfeeding), age, medical condition, marital or domestic partner status, sexual orientation, gender, gender identity, gender expression and transgender status, mental disability or physical disability, genetic information, military or veteran status, citizenship, low-income status or any other status or characteristic protected by applicable law. Learn more about your rights under Federal EEO laws and supplemental language.