Proposal Coord

Overview

The Proposal Coordinator & Executive Assistant is responsible for various aspects of business development & grant related functions and proposals to ensure that each proposal is well-crafted, persuasive, and meets all the required needs while supporting the executive team as required.

**Responsibilities**:
To support and assist as delegated with the following:
**Business Development (BD) & Grants**

Monitor BD & Grants mailing lists and subscriptions for opportunities.

Log and maintain BD and Grant opportunities into shared directories CRM and BD Folders.

Resumes - Update as required and create new BD resumes for marketing and business development purposes.

Analytics - Create and circulate BD weekly reports.

Proposal Development

Review and analyze incoming RFPs to develop structured responses.

Plan, coordinate & execute proposal-related tasks, including initial meetings, proposal delivery, and post-submission follow-ups.

Coordinate & execute proposal-winning strategies and assist in capture plan development.

Collaborate with proposal teams and other stakeholders.

Draft and modify standard proposal components, ensuring content is cohesive and responsive.

Delegate and oversee proposal tasks to ensure adherence to schedules.

Assist in budgeting and technical sections for proposals.

Lead production effort such as desktop publishing formatting, editing, and electronic media

Conduct quality assurance and control for proposals into a final client-ready package.

Submit proposals via BC Bid and online marketplaces including eBids, in person delivery and mail delivery as required.

Contribute to best practices, tools, and policies for proposal development.

Conferences

Organize and manage conference registrations, including pre
- and post-conference work instructions.

Coordinate travel and logistics for attendees as required.

Marketing

Develop and execute consistent company identity through document templates, letterhead, and logo usage

Adapt existing resumes, project descriptions, and boilerplate information to be used for marketing efforts.

Other Responsibilities:
Assist with other duties as requested by the Executive Team.

Handle light accounting duties, and support weekly timecard and monthly expense report entries as needed

Assist with team event coordination, including celebrations, milestones, and offsites.

Assist with general day-to-day office operations as needed.

Reporting Relationships:
Reports to: External Relations & Administrations Manager

**Key Competencies**:
Communication

Shares the right information effectively, at the right time, and with tact and discretion as needed; utilizes political understanding and respect of confidentiality to determine what information is communicated, with whom, and why.

Reiterates proposal objectives with team members so that the proposal can be completed successfully.

Proposal Writing

Provides writing support to Sponsors, Champions & Subject Matter Experts to ensure proposals are clear and concise.

Strong aptitude for improving organization, flow, readability, completeness, and clarity of engineering intensive proposals that meet mandatory requirements of the organization.

Database Management

Proficient in organizing, maintaining, and optimizing databases is essential for ensuring efficient content storage and retrieval.

Familiar with querying, manipulating, and managing data in relational databases.

Familiar with DBMS Normalization, the systematic process of organizing a database to minimize redundancy and avoid anomalies during data operations.

Grant Applications

Working knowledge of the grant development and submittal process

Research Skills

Collect, process, analyze and maintain data and databases

Grant tracking, reporting, compliance and close outs

Post-Submittal Activities

Participates in debrief teams to discuss successful or unsuccessful strategies and tactics after proposal submittal

Refine future proposal strategies, process, and templates.

Stakeholder Relationship Management

Collaborate with leaders for technical content that showcases company experience. Organizes all technical written content supplied by leaders. Solicits feedback on proposal content and where required revises proposal descriptions.

Clearly articulates and clarifies proposal objectives with team members so that the proposal can be completed successfully.

Applies an “outstanding customer service and team-centered” approach to all team members’ and stakeholders’ interactions and communications.

Time Management

Ability to plan, organize, prioritize; work varied hours and travel. Must have a willingness to attend training sessions and educational seminars/conferences.

Collects reliable and valid data to create comprehensive bids and proposals.

Builds and tracks effective scheduling and allocations of professional resources to ensure the proposal meets the deadline.

Qualifications:
Required:
B.S./B.A. degree in Liberal Arts, Communica