Executive Assistant / Proposal Coordinator - Fully Remote

Job Description

Job Description

Position Summary
We are seeking a highly organized, proactive, and technology-driven Executive Assistant / Proposal Coordinator to support executive leadership, business development activities, financial operations, and project coordination initiatives.
This role goes beyond traditional executive support and serves as a strategic partner responsible for proposal management, executive administration, operational coordination, invoicing, project tracking, and AI-driven process improvement.
The ideal candidate thrives in a fast-paced remote environment, possesses exceptional attention to detail, and enjoys leveraging technology and AI tools to improve efficiency and business outcomes.

Key Responsibilities
Executive Support

• Manage executive calendars, scheduling, appointments, and meeting coordination.
• Coordinate domestic meetings across multiple time zones.
• Prepare agendas, meeting summaries, and action-item tracking.
• Prioritize competing executive requests and deadlines.
• Support one primary executive while contributing to broader operational initiatives.

Proposal & Business Development Coordination

• Own and coordinate proposal development workflows.
• Support RFP responses, proposal submissions, and client-facing documentation.
• Schedule and coordinate business development meetings.
• Track leads, opportunities, proposal deadlines, and follow-up activities.
• Assist with partner and client communications.
• Maintain proposal-related documentation and submission schedules.

Finance & Operations

• Prepare and manage client invoices.
• Utilize QuickBooks for billing and financial tracking.
• Support payroll coordination activities.
• Process domestic and international contractor payments.
• Assist with financial reporting and expense tracking.
• Maintain operational documentation and records.

Project Coordination

• Lead project status tracking activities.
• Coordinate operational meetings and action items.
• Monitor project deliverables and deadlines.
• Create executive reports and status updates.
• Ensure accountability across teams and initiatives.

AI & Process Improvement

• Leverage AI tools to automate workflows and improve productivity.
• Support proposal generation through AI-enhanced processes.
• Conduct lead qualification and intake analysis using AI technologies.
• Improve workflow efficiency and operational scalability.
• Utilize tools such as Claude, Microsoft Copilot, ChatGPT, and other AI platforms.

Required Qualifications
Must-Have Requirements

• 3-5+ years of Executive Assistant experience supporting senior leadership.
• Strong QuickBooks experience.
• Experience with invoicing and financial administration.
• Demonstrated experience coordinating proposals, bids, or RFP responses.
• Advanced Microsoft Office proficiency (Excel, Outlook, Word, PowerPoint).
• Excellent written and verbal communication skills.
• Strong organizational and project coordination abilities.
• Experience working in a fully remote environment.
• Strong attention to detail and ability to manage multiple priorities.
• Ability to handle confidential information with discretion.

Preferred Qualifications

• CRM experience.
• Proposal management experience within consulting or professional services.
• Experience coordinating business development activities.
• Familiarity with AI tools and workflow automation.
• Experience supporting distributed teams.
• Bachelor's degree preferred.

Non-Negotiables
✅ QuickBooks experience
✅ Strong communication skills
✅ Proposal/RFP coordination experience
✅ Ability to work Eastern Time core hours
✅ Executive support experience
✅ Strong organizational skills
✅ Comfort with AI and automation tools

Core Competencies

• Executive Support
• Proposal Writing & Coordination
• Business Development Support
• QuickBooks
• Invoicing
• Project Coordination
• Stakeholder Management
• Calendar Management
• AI Workflow Automation
• CRM Administration
• Process Improvement
• Microsoft 365
• Remote Collaboration
• Operations Management
• Communication Skills

Job Schedule
20-25 hours/week

\nCompany Description

Superb Flooring & Design is seeking a driven, relationship-focused Outside Sales Representative to help grow our presence throughout Southeast Michigan.

This is an excellent opportunity for a motivated sales professional who enjoys building relationships, developing new business, and managing the entire sales process from prospecting to project completion.

We serve builders, contractors, property managers, designers, commercial clients, and homeowners throughout Metro Detroit. Our team provides access to an established showroom, referral opportunities, industry relationships, and operational support, while giving you the freedom to build your own book of business and maximize your earning potential.

If you're a self-starter who thrives on prospecting, networking, and closing business, we'd love to hear from you.