Administrative Assistant

Job Description:

Setting up meetings, Meeting coordination - meals, Tracking time off for staff, etc

Attention to detail, professional error-free emails

Provide turnkey administrative support at all stages of proposal development.

Assists in the development of tracking tools, monitors and reports team progress, facilitates optimized team collaboration and work flow efficiency, organizes major proposal review events, facilitates proposal review process, and guides team work flow.

Works closely with proposal management to build proposal development schedule and drive deadline accountability to ensure timely and high-quality proposal product.

Responsibilities:

Assist Proposal Manager with team coordination and communication requirements

Assist in the establishment of the proposal facility, including hardware and software resources required for proposal team

Onboard proposal contractor support and assist with training process

Track distribution of solicitation books and distribute hard copy updates as requested

Assist in development of responsibility and compliance matrices

Establish and maintain proposal “storyboard” walls

Assist proposal writing team members with researching and accessing narrative and graphic resources

Support process for pre-submittal questions to the government/customer

Support customer requested clarifications process post-submittal

Cross functionally support graphics development process

Develop logistics plan for review and final production cycles, and secure resources required

Maintain real time development status of all proposal text and graphics

Coordinate internal flow and review of all proposal inputs and outputs

Assist in developing kick-off, and color review evaluation presentations

Support color review teams, provide resources, out-brief support and review logistics

Provide logistical and presentation support for proposal status meetings

Facilitate coordination/communication with Client stakeholders to support Proposal Management and proposal writing team member requirements

Support collection, verification, and recording of contractor hours to support proposal budget management

Monitor government website regularly for updates to active and upcoming projects

Support proposal production cycle, including required service calls, print center coordination, proposal assembly, and quality checks

Coordinate final delivery logistics and provide delivery verification documentation to Oshkosh stakeholders

Maintain inventory of office supplies and place necessary orders to support proposal production and delivery

Critical Skills/Qualifications are:

Exceptional attention to detail

Proficiency in Microsoft Office Suite (Word, Powerpoint, Excel, Project)

Typing skill 50 wpm 

2+ years administrative experience in fast-paced, deadline-driven environment

Outstanding communication skills

Strong organizational skills

Willingness/availability to work long hours as necessary

Desired Skills/Qualifications/Background:

Familiarity with proposal work (preferred but not required