[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