[Remote] Proposal Administrative Assistant
Note: The job is a remote job and is open to candidates in USA. Melissa Johnson Associates, Inc. is a public relations consulting firm specializing in outreach and engagement for public-sector infrastructure projects. They are seeking a Proposal Administrative Assistant to provide administrative support to the business development team, managing proposal logistics and ensuring smooth operations in a fast-paced environment.
Responsibilities
- Fulfill requests by completing proposal forms, certifications, and compliance documents (e.g., vendor forms, questionnaires, affidavits, standard disclosures)
- Populate proposal templates with required information (firm info, resumes, project data, past performance)
- Track proposal deadlines, submission requirements, and deliverables needed
- Assist with proposal assembly, formatting, file naming, and final uploads
- Coordinate internal and external reviews and debriefs
- Send prospect outreach emails, follow-ups, and meeting confirmations
- Maintain CRM and prospect tracking lists (contacts, pursuits, follow-ups, outcomes)
- Schedule and organize business development meetings
- Coordinate team attendance and logistics for pre-proposal meetings, industry events, networking opportunities, and conferences
- Prepare meeting agendas, take notes, and distribute action items
- Coordinate calendars between business development, marketing, and technical staff
- Organize teaming partner information and contact lists
- Collect required materials from subconsultants (forms, resumes, certifications)
- Manage proposal inboxes and shared folders
- Ensure naming conventions, version control, and file organization are followed
- Research to support teaming opportunities
- Track proposal activity (submitted, shortlisted, awarded, lost)
- Maintain proposal logs and pursuit dashboards
- Assist with basic reporting on metrics (number of proposals, success rate, outreach activity)
- Support the business development team with day-to-day administrative tasks
- Draft basic correspondence and standardized communications
- Support continuous improvement of proposal and BD processes
Skills
- Administrative, proposal, or coordination experience in the AEC industry or government contracting space
- Basic understanding of procurement processes (RFQs, RFPs, SOQs)
- Familiarity with CRM systems and proposal tracking
- Exceptional attention to detail, organizational skills and written communication skills
- Proficiency in Microsoft Office and Google Workspace
- Ability to manage multiple deadlines and shifting priorities
- Professional, responsive, intuitive, and dependable
Benefits
- Group medical, dental and vision insurance
- Flexible spending account (FSA)
- 401K with company match
- Company-paid short-term disability, long-term disability, life insurance, and AD&D insurance
- Lifestyle allowance
- Optional pre-tax commuter benefits
- Optional employee-paid supplemental life insurance
- Professional development opportunities
Company Overview
Company H1B Sponsorship