Executive Assistant

apply using this link or send email to ----------
----------


Position Overview

We are seeking a highly skilled, detail-oriented, and proactive Executive Assistant (Win Big Bids VA Concierge) to support small business owners operating in the government contracting and procurement space. The ideal candidate is a confident communicator, a strong researcher, and a strategic thinker capable of managing high-level administrative tasks while keeping projects moving forward. We would love someone who leverages AI to make their day productive!

This role involves managing executive calendars, handling sensitive communications, researching government bids (federal, state, and local), compiling proposals, maintaining compliance documentation, and providing strategic support to ensure business owners stay informed, prepared, and competitive.

A high level of discretion, initiative, and critical thinking is required.


Key Responsibilities

Responsibilities include, but are not limited to:


Government Contracting & Bid Research

-Monitor procurement portals (e.g., ---------- , state/county platforms) for upcoming contract opportunities.

-Identify, assess, and track bid opportunities across federal, state, and local levels.

-Review eligibility and compliance requirements for bid submissions.

-Compile proposal packages, including documents, certifications, and response templates.

-Communicate with procurement officers for bid clarification and updates.


Executive & Administrative Support

-Manage executive calendars, meeting logistics, and reminders.

-Draft, review, and organize reports, proposals, and communications.

-Prioritize and respond to emails, calls, and administrative requests.

-Maintain accurate records of certifications, compliance, and operational documents.

-Uphold confidentiality and demonstrate professionalism in all interactions.


Business Operations & Compliance

-Monitor deadlines for certifications, renewals, and proposal submissions.

-Support in maintaining business licenses, registrations, and required filings.

-Coordinate with vendors, internal teams, and government representatives.


Communication & Client Interaction

-Make cold calls and outreach emails on behalf of the business owner to agencies, primes, and vendor contacts

-Follow up on proposals, POs, contracts, or document requests

-Pitch the business and its capabilities to decision-makers

-Prepare briefing materials and summaries for meetings


Qualifications & Requirements

-Bachelor’s degree in Business, Public Administration, Communications, or related field (preferred).

-Years of experience as an Executive Assistant, Project Coordinator, or similar administrative role.

-Strong research and summarization skills, particularly around government or legal documentation.

-Excellent English communication skills—both written and verbal.

-Tech-savvy with proficiency in Microsoft Office, Google Workspace, and digital filing systems.

-Ability to handle multiple priorities, meet deadlines, and work independently.

-Discreet, professional, and solutions-oriented.


Preferred Qualifications

-Experience supporting professionals in government contracting or procurement.

-Familiarity with bid platforms like ---------- , state portals, or county RFP systems.

-Understanding of business certification processes (e.g., WOSB, 8(a), MBE).

-Background in proposal writing, policy research, or business development support.