Assistant roles for Architecture & Engineering Firms
Project administration, proposals, marketing and finance support for A/E firms, outside professional judgment. Every role is dedicated, on a customized schedule based on your needs and budget.
How dedicated assistants fit architecture & engineering firms
Roles on this page:
Architects and engineers bill for design and judgment, yet many spend evenings on proposals, invoicing and document control.
A remote assistant handles project administration and marketing coordination. Design decisions, calculations and anything sealed or stamped stay with licensed professionals.
Project administrator
Keeps project files, transmittals, meeting notes and invoices organized.
Related specialization: Project Management Coordinators
Day-to-day tasks
- Maintain project document control and transmittal logs
- Prepare meeting agendas and notes
- Track consultant contracts and deliverables
- Prepare monthly invoice drafts from timesheets
- Chase timesheet completion
- Maintain project contact lists
KPIs to track
- Timesheets complete on time
- Invoices drafted by cycle date
- Transmittals logged
- Consultant deliverables tracked
Targets are set with you on the fit call, based on your own baseline.
Tools they work in
Your accounts, named logins, your access policies.
Sample weekly cadence
| Mon | Timesheet chase |
|---|---|
| Tue | Document control |
| Thu | Meeting notes |
| Month-end | Invoice drafts |
Proposal and marketing coordinator
Assembles proposals and qualifications packages and keeps the marketing library current.
Related specialization: Marketing & Social Media
Day-to-day tasks
- Track RFQs and RFPs and deadlines
- Assemble proposals from the firm's library
- Maintain resumes and project sheets
- Format SF 330 sections for review
- Schedule award submissions and social posts
- Maintain the CRM pipeline
KPIs to track
- Proposals submitted on time
- Library current
- Pipeline updated weekly
Targets are set with you on the fit call, based on your own baseline.
Tools they work in
Your accounts, named logins, your access policies.
Sample weekly cadence
| Mon | Opportunity pipeline |
|---|---|
| Tue | Proposal assembly |
| Thu | Library updates |
| Fri | Marketing calendar |
What these roles do not do
Clear boundaries protect you, your clients and your assistant. They are written into each scope of work.
No design, calculations, code interpretation or sealed documents.
Fee proposals and contract terms are set by principals.
Public-sector proposals follow your firm's rules for representations and certifications.
General information only, not legal, tax or compliance advice. Your compliance owner decides what applies to your business.
From fit call to a working role
1. Fit call
We map your workload against the roles above and recommend where to start.
2. Shortlist
You interview pre-vetted candidates screened for this industry's tools and workflows.
3. Onboarding
Least-privilege access, your SOPs and a written 30-day plan with the KPIs above.
4. Managed quality
Weekly scorecards and coaching from your ExecWing account lead.
Related pages
Architecture & Engineering Firms: industry overview
How ExecWing supports this industry, with tools and FAQs.
Read more →The Proposal Coordinator for Architecture and Engineering Firms
How architecture and engineering firms use a remote proposal coordinator for RFQ tracking, SF330 assembly, resumes, proj
Read more →Enterprise programs
Dedicated pods, governance and reporting for multi-team organizations.
Read more →All role playbooks
Prescriptive assistant roles for every industry we serve.
Read more →Architecture & Engineering Firms roles: common questions
Can they work in Deltek?
Yes, with appropriate permissions; we screen for project-accounting experience.
Can they help with government qualifications packages?
They can assemble and format; principals review and sign certifications.
What about CAD?
Drafting is outside this role; ask on the fit call if you need a specialist.
Which a/e firm role should you start with?
Book a 20-minute fit call. We'll map your workload to these roles and tell you honestly where a dedicated assistant helps most.