Executive Assistant - Proposals & Contracts Coordinator
J
JobgetherConsulting business operations
Based in Brazil, Availability to work during Central Time business hours.Full-TimeExecutive
Salary not disclosed
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Job Details
- Languages
- Excellent written English
- Experience
- At least 3 years of hands-on experience preparing proposals, Statements of Work, or contracts using established templates.
- Required Skills
- PowerPointHubSpot
Requirements
- At least 3 years of hands-on experience preparing proposals, Statements of Work, or contracts using established templates.
- Exceptional attention to detail when reviewing dates, pricing, investment amounts, deliverables, names, and formatting.
- Strong document preparation and presentation skills.
- Proficiency in Google Slides or Microsoft PowerPoint.
- Experience coordinating proposal or contract redlines, client feedback, comments, and document revisions.
- Excellent written English for clear, professional client-facing documentation.
- Ability to work independently, learn from existing templates and company documentation, and manage multiple document-related priorities.
- Availability during Central Time business hours.
- Reliable high-speed internet and a quiet, professional home office environment.
- Familiarity with HubSpot and ClickUp is a plus.
- Experience with AI tools such as Claude or ChatGPT is a plus.
- Privacy, legal services, or consulting background is a plus; paralegal-style contract preparation and review experience is also a plus.
Responsibilities
- Prepare client proposals from established templates, checking scope, deliverables, timelines, pricing, and investment amounts.
- Draft Statements of Work based on approved proposals and maintain consistency across project and contract documents.
- Coordinate Master Services Agreements from initial drafts through signature.
- Track client comments, requested changes, and revisions to contracts, keeping document versions organized.
- Review proposals and contracts for accuracy, including dates, pricing, names, deliverables, and formatting.
- Maintain an organized library of proposals, SOWs, MSAs, and related business records.
- Create, format, and refine proposal documents and presentation decks using Google Slides or PowerPoint.
- Handle urgent document updates and formatting requests accurately.
- Provide occasional invoicing, vendor paperwork, and client onboarding support.
- Update relevant information in HubSpot and ClickUp.
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