Bids & Proposals Specialist

We are seeking a highly organized and detail-oriented Bids & Proposals Specialist to support executive operations and manage the end-to-end process of proposal and bid preparation. The ideal candidate has a strong background in content writing, project coordination, and executive assistance, with the ability to craft persuasive materials, manage deadlines, and maintain efficient workflows across departments. This role requires a professional who thrives in a fast-paced, international environment and can balance administrative precision, creative writing, and digital communication, including basic social media planning and management. Core Competencies • Excellent written and verbal communication skills with strong business writing acumen. • Proven experience in bids and proposal writing, including editing, formatting, and submitting polished documents. • Strong organizational and project management skills — able to manage multiple priorities and stakeholders. • High attention to detail with an analytical and creative mindset. • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). • Familiarity with CRM tools, project management systems, and collaboration software (Teams, Asana, or similar). • Understanding of social media management and content scheduling tools (e.g., Buffer, Hootsuite, or native platform scheduling). • Discretion, professionalism, and the ability to handle sensitive information with integrity. • A proactive, self-driven, and adaptable attitude in a fully remote environment. Job Responsibilities Bids, Proposals & Content Writing • Research, draft, and prepare grant proposals, bids, and RFP responses. • Edit and refine written submissions to ensure clarity, alignment with brand tone, and adherence to requirements. • Collaborate with executives and subject matter experts to gather input and create compelling narratives. • Maintain a repository of proposal templates, case studies, and reference materials for future use. • Develop and write content for internal and external communications (reports, presentations, newsletters, etc.). Social Media Planning & Communications • Assist in developing, scheduling, and publishing social media content aligned with organizational goals. • Coordinate with leadership for content approvals and ensure posts reflect professional and brand standards. • Track engagement and suggest improvements for reach and messaging consistency. Project Coordination • Support project timelines, deliverables, and stakeholder communication. • Organize and track progress across multiple ongoing projects and ensure timely completion. • Coordinate with internal teams to collect updates, documents, and status reports. • Oversee administrative functions that support project workflows, including scheduling and correspondence. Executive Assistance • Provide direct support to senior leadership, including email management, calendar coordination, and meeting organization. • Prepare executive summaries, presentations, and briefing materials. • Manage travel arrangements, expense tracking, and follow-ups on assigned tasks. • Serve as a liaison between executives and cross-functional teams, ensuring smooth communication and task alignment. Requirements • Bachelor’s degree in Communications, Business Administration, English, or a related field. • Minimum 3–5 years of experience in bids/proposal writing, project management, or executive support. • Demonstrated experience preparing and editing proposals, grants, or business documents. • Strong command of written English and the ability to adapt writing style to audience and purpose. • Experience with social media planning, scheduling, or content management. • Experience working in an international or multicultural setting is an advantage. • Excellent organizational, multitasking, and prioritization skills. • Tech-savvy and comfortable with remote work tools and digital collaboration platforms. Minimum Technical and Work Environment Requirements: • Internet Connection: • Primary internet connection with a minimum speed of 15 Mbps. • Backup internet connection with at least 10 Mbps. • Backup connection must be capable of supporting work during a power outage. • Primary Device: • Desktop or laptop equipped with at least: • Intel Core i5 (8th generation or newer), Intel Core i3 (10th generation or newer), AMD Ryzen 5, or an equivalent processor. • A minimum of 8 GB RAM. • Backup Device: • Must meet or exceed the performance of an Intel Core i3 processor. • Must be functional during power interruptions. • A functioning webcam. • A noise-canceling USB headset. • A quiet, dedicated home office space. • Peripherals and Workspace: A smartphone for communication and verification purposes. Benefits • Join Our Dynamic Team: Experience our fun, inclusive, innovative culture that values your unique contributions and supports your professional growth. • Embrace the Opportunities: Seize daily chances to learn, innovate, and excel. Make a real impact in your field. • Limitless Career Growth: Unlock a world of possibilities and resources to propel your career forward. • Fast-Paced Thrills: Thrive in a high-energy, engaging atmosphere. Embrace challenges and reap stimulating rewards. • Flexibility, Your Way: Embrace the freedom to work from home or any location of your choice. Create your ideal work environment. • Work-Life Balance at Its Best: Say goodbye to stressful commutes and hello to quality time with loved ones. Achieve a healthy work-life integration to perform at your best.