Academic Career & Executive Search - Proposal & Business Development Coordinator

Academic Career & Executive Search - Proposal & Business Development Coordinator
Remote | Approximately 10–15 Hours per Week

Academic Career & Executive Search (ACES) seeks a part-time Proposal & Business Development Coordinator to support the firm’s growth and client development efforts through the management, drafting, coordination, and submission of complex Request For Proposal (RFP) responses. This position is ideal for a highly organized, proactive, detail-oriented professional with strong writing skills, sound judgment, and the ability to independently develop thoughtful, persuasive proposal materials in a deadline driven professional services environment.

The successful candidate will be responsible for leading the day-to-day proposal process from opportunity identification through submission, while supporting the firm’s broader business development activities. This individual must be capable of independently preparing polished, near-complete proposal drafts using existing templates, prior submissions, institutional research, and knowledge of the firm’s services and positioning. 

This position may also provide support with phone and email outreach to higher education institution partners.

The role requires someone who can think strategically about how to position and present the firm competitively while handling time-sensitive and confidential materials.

This is a fully remote position with flexible hours. Required are reliable and secure equipment, including computer, internet, and phone.


KEY RESPONSIBILITIES

Proposal Coordination

• Lead the preparation, coordination, drafting, and submission of proposals from initial review through final submission 
• Review RFP requirements and develop organized response plans, timelines, and submission checklists 
• Utilize existing proposal templates, prior submissions, institutional research, and firm materials to develop tailored, high-quality proposal responses 
• Adapt, refine, and customize proposal language to align with the specific priorities, needs, and requirements of each institution or organization 
• Develop thoughtful draft responses for new, nuanced, or institution-specific questions by drawing from prior submissions, research, and understanding of the firm’s services and positioning 
• Prepare substantially complete proposal drafts for Managing Partner review and refinement, minimizing the need for extensive rewriting 
• Ensure proposals are polished, persuasive, accurate, compliant, and submitted on time 
• Coordinate required forms, supporting documentation, references, and supplemental materials for proposal submissions 
• Maintain and organize a comprehensive database/library of proposal content, submissions, institutional materials, and supporting documentation 
• Track proposal outcomes and assist in evaluating trends, effectiveness, and areas for improvement 

Business Development Support

• Identify and monitor relevant RFPs, RFQs, RFIs and business opportunities through procurement platforms, industry sources, and institutional outreach 
• Conduct research on colleges, universities, and organizations to identify potential opportunities and strategic targets 
• Assist in positioning the firm competitively through thoughtful proposal messaging and strategic outreach support 
• Conduct professional outreach and communicate with institutional representatives via phone, email, and follow-up communications 
• Coordinate meetings and business development conversations for the Managing Partner 
• Support ongoing client and prospect follow-up efforts 
• Maintain organized records of outreach activity, proposal submissions, and opportunity tracking 

Procurement & Administrative Coordination

• Register and maintain firm profiles on procurement and supplier platforms 
• Monitor procurement portals for updates, deadlines, and renewal requirements 
• Maintain organized reporting related to proposal activity, outreach efforts, and business development initiatives 
• Assist with scheduling and coordination of meetings and outreach activity as needed

Minimum Requirements

• Prior professional experience supporting proposal development, RFP coordination, business development, sales support, marketing support, client services, or related professional services functions
• Proficiency with Microsoft Office applications and Adobe Acrobat PDF editing tools
• Excellent online research skills, including familiarity with AI platforms
• Ability to work independently in a fully remote environment while managing competing priorities
• Stellar written communication, editing, and proofreading skills 
• Exceptional attention to detail and organizational ability 
• Strong project coordination and follow-through skills with ability to manage multiple proposals, projects, and deadlines simultaneously from initiation through submission
• Critical thinking and problem-solving skills 
• Comfort navigating online procurement, proposal, and vendor platforms
• Ability to synthesize information and develop thoughtful written responses with limited direction 
• Professional verbal communication and relationship-building skills 
• Comfortable conducting outreach phone calls and coordinating appointments 

Preferred Requirements

• Familiarity with procurement platforms and proposal submission processes 
• Experience drafting or coordinating competitive proposal responses
• Experience in or familiarity working in a higher education environment 

Additional Requirements

• Reliable and secure equipment, including computer, internet, and phone