Proposals Assistant

FBT Gibbons LLP•Newark, NJ

1d•$27 - $32•Hybrid

About The Position

FBT Gibbons LLP is a national law firm serving companies in the middle market, with nearly 1,500 employees across 26 offices. We support clients ranging from large multinationals to mid-sized businesses and growth-oriented startups across the United States. Our teams collaborate across departments and geographies to deliver excellent service. We are currently seeking a Proposals Assistant to support the preparation, coordination, and submission of proposals, pitches, and RFP responses, with a particular focus on bond counsel RFPs. This role plays an important part in helping the firm deliver accurate, polished, and client-ready materials by coordinating submission requirements, maintaining proposal content, and supporting the proposal team throughout the proposal process. The ideal candidate is a highly organized, detail-oriented professional with strong proofreading, formatting, and communication skills. Success in this role requires the ability to manage multiple priorities, produce accurate work under tight deadlines, and collaborate effectively with attorneys, business development professionals, and other stakeholders.

Requirements

Bachelor's degree or equivalent combination of education and experience.
Minimum of 1 year of related work experience, professional services experience preferred.
Proficiency in Microsoft Teams, Outlook, Excel, PowerPoint and Word.
Highly organized and detail-oriented, with the ability to manage and prioritize multiple tasks and projects simultaneously in a deadline-driven environment.
Proven ability to assist multiple individuals of various levels with diverse needs and challenges simultaneously.
Independent self-starter capable of managing and prioritizing multiple projects and priorities.
High degree of professionalism when interacting with internal and external clients.
Strong written and verbal communication, presentation, editing, and proofreading skills required.
Ability to think critically, demonstrating intellectual curiosity and solution-orientation.
Ability to work well individually, as well as collaborate effectively in a team environment.
Ability to multitask effectively while effectively maintaining attention to detail and meeting tight deadlines.
Adaptable to change, able to adjust to shifting priorities.

Nice To Haves

Prior experience using client relationship management or content database systems, such as InterAction or Foundation, preferred.

Responsibilities

Assist with the preparation, coordination, and submission of bond counsel RFPs, including administrative tasks such as completing required forms, gathering attachments, coordinating signatures, printing, binding, packaging, and submitting final materials.
Review RFP instructions carefully to help ensure all required forms, certifications, attachments, signatures, deadlines, and submission formats are addressed.
Support the proposal team in preparing pitches, proposals, RFIs, and other client-facing materials.
Assist with drafting, formatting, organizing, proofreading, and assembling proposal content, including firm overviews, attorney biographies, experience descriptions, representative matters, and tailored responses.
Coordinate with attorneys, business development professionals, marketing team members, Pricing, and the Office of Legal Affairs as needed to gather information and facilitate proposal completion.
Help maintain proposal timelines, task lists, checklists, and internal tracking tools to support timely and accurate submissions.
Enter revised, approved, or newly developed proposal content back into the firm’s systems, databases, templates, and content libraries for future use.
Maintain and update experience descriptions, representative matters, attorney credentials, practice summaries, and other reusable proposal content.
Proofread proposal materials for formatting, grammar, clarity, consistency, and adherence to firm style and branding standards.
Track proposal activity, outcomes, submission details, and related information for reporting and process improvement purposes.
Assist with other Business Development and Marketing initiatives, including pitch presentations, client-ready materials, directory submissions, and special projects as needed.