Executive Assistant – Proposals & Contracts Coordinator

This is a fully remote position, open to applicants in Brazil, +2 more countries.

📋 Description

• Create client proposals utilizing company templates, ensuring that the scope, deliverables, timelines, and investment amounts are precise.

• Draft statements of work and assist in master services agreements from initial draft through to signature.

• Monitor contract redlines, modifications, and client comments while managing document versions.

• Verify dates, pricing, deliverables, names, and formatting prior to document dispatch.

• Keep an organized and up-to-date library of proposals and contracts.

• Develop and enhance proposal decks and documents using Google Slides or PowerPoint.

• Execute quick formatting adjustments and last-minute revisions.

• Occasionally provide administrative assistance for invoicing, vendor paperwork, and client onboarding documentation.

• Ensure HubSpot and ClickUp are updated as necessary.

⛳️ Requirements

• Over 3 years of practical experience in drafting proposals, SOWs, or contracts from pre-existing templates.

• Exceptional attention to detail, particularly regarding dates, pricing, investment amounts, deliverables, and formatting.

• Proficient in creating polished documents and slide presentations in Google Slides or PowerPoint, with the ability to make swift formatting changes.

• Experience in coordinating contract or proposal redlines with clients.

• Excellent command of written English.

• Availability during Central Time business hours.

• Reliable high-speed internet and a quiet workspace at home.

• Preferred: Experience with AI tools such as Claude or ChatGPT for drafting.

• Preferred: Familiarity with HubSpot and ClickUp.

• Preferred: Background in privacy, legal, or consulting, including paralegal-style document work such as redlines.

🏝️ Benefits

• International experience.

• Opportunity to work remotely.

• Supportive and collaborative team environment.

• Opportunities for learning and development.

• Potential for performance bonuses.

• Paid Time Off (PTO).

• Health Maintenance Organization (HMO) coverage after 3 months.