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

• 4-5+ 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