Administrative Assistant

Job Description

Job Description

We are looking for an Administrative Assistant to support proposal coordination activities and keep submission materials organized, accurate, and on schedule in Metairie, Louisiana. This contract-to-permanent opportunity is ideal for someone who works well under deadlines, communicates effectively with different teams, and takes pride in producing high-quality administrative and proposal-related documents. The role combines office support, document preparation, data handling, and coordination responsibilities to help deliver high-quality responses to business opportunities.

Responsibilities:

• Oversee the preparation and tracking of proposal materials from initial planning through final submission, ensuring each step stays on schedule.

• Examine solicitation documents and submission guidelines to confirm required content, formatting standards, and deadlines are clearly addressed.

• Revise, proofread, and format documents so they are accurate, consistent, and aligned with established company messaging.

• Maintain calendars, checklists, and internal timelines to keep proposal activities organized and moving forward efficiently.

• Organize and update templates, reference files, staff resumes, and standard content for future proposal use.

• Provide administrative office support that may include data entry, document management, answering inbound calls, and general front-desk tasks.

• Coordinate with internal contributors to collect information, track outstanding items, and support timely completion of submission packages.

• Identify opportunities to improve administrative and proposal workflows for greater accuracy, efficiency, and consistency.

• At least 2 years of experience in administrative support, proposal coordination, or a similar office-based role.
• Strong organizational skills with the ability to manage multiple priorities in a deadline-driven environment.
• Clear written and verbal communication skills, including the ability to proofread and edit business documents effectively.
• Proficiency with Microsoft Office applications such as Word, Excel, and PowerPoint.
• Experience with data entry, document handling, inbound call support, and front-office or receptionist duties.
• Bachelor’s degree in Business, Communications, Marketing, or related experience is preferred.
• Familiarity with proposal tracking systems or content management tools is an advantage.