Academic Career & Executive Search - Proposal & Business Development Coordinator

Academic Career & Executive Search•West Hartford, CT

32d•Remote

About The Position

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.

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

Nice To Haves

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

Responsibilities

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
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
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