Melissa Johnson Associates, Inc. ยท 14 hours ago
Proposal Administrative Assistant
United States
Full-time
Remote
New Grad, Entry Level
$50K/yr - $50K/yrMelissa 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.
Public Relations & Communications
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
Qualification
Required
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
Melissa Johnson Associates, Inc.
Melissa Johnson Associates is a WBE/DBE/SBE certified public relations firm specializing in community outreach and stakeholder engagement.
11-50 employees
H1B Sponsorship
Melissa Johnson Associates, Inc. has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (1)
Funding
Current Stage
Early StageCompany data provided by crunchbase