[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 Melissa Johnson Associates is a WBE/DBE/SBE certified public relations firm specializing in community outreach and stakeholder engagement. It was founded in undefined, and is headquartered in New York, New York, US, with a workforce of 11-50 employees. Its website is Company H1B Sponsorship Melissa Johnson Associates, Inc. has a track record of offering H1B sponsorships, with 1 in 2025. Please note that this does not guarantee sponsorship for this specific role.