Executive Assistant - Proposals & Contracts Coordinator (Business Ops)
This position is listed on behalf of a partner company, who manages all applications and next steps. Our partner is looking for an Executive Assistant - Proposals & Contracts Coordinator (Business Ops) based in Brazil.
We are seeking a highly organized and detail-oriented professional to support a company founder with proposal preparation, contract coordination, and essential business operations. This is a specialized Executive Assistant role focused primarily on producing accurate, polished client-facing documents rather than traditional calendar or inbox management. You will prepare proposals, Statements of Work (SOWs), and Master Services Agreements (MSAs), ensuring that scopes, deliverables, pricing, and timelines are consistently accurate. You will also coordinate contract revisions, manage document versions, and maintain an organized library of business records. Working independently in a remote environment, you will need to manage priorities effectively and respond calmly to urgent requests and last-minute changes. This opportunity is ideal for someone who takes pride in precision, enjoys structured administrative work, and wants to develop experience supporting a growing consulting business.
Accountabilities
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Prepare client proposals using established templates, ensuring that scope, deliverables, timelines, pricing, and investment amounts are accurate and clearly presented.
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Draft Statements of Work (SOWs) based on approved proposals, maintaining consistency across project details and contractual documentation.
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Support the preparation and coordination of Master Services Agreements (MSAs), from initial drafts through the signature process.
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Manage contract redlines, tracking client comments, requested changes, and revisions while keeping document versions organized and easy to follow.
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Review all proposals and contracts carefully before delivery, checking dates, pricing, names, deliverables, formatting, and other critical details.
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Maintain an organized and up-to-date library of proposals, SOWs, MSAs, and related business documents.
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Create, format, and refine professional proposal documents and presentation decks using Google Slides or PowerPoint.
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Handle last-minute document updates and formatting requests with accuracy, attention to detail, and composure.
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Provide occasional business operations and administrative support, including invoicing assistance, vendor paperwork, and client onboarding forms.
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Update and maintain relevant information in HubSpot and ClickUp as required.
Requirements:
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At least 3 years of hands-on experience preparing proposals, Statements of Work, or contracts using established templates.
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Exceptional attention to detail, particularly when reviewing dates, pricing, investment amounts, deliverables, names, and document formatting.
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Strong document preparation and presentation skills, with proficiency in Google Slides or Microsoft PowerPoint.
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Experience coordinating contract or proposal redlines, including tracking client feedback, comments, and document revisions.
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Excellent written English, with the ability to produce clear, professional, and accurate client-facing documentation.
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Ability to work independently, learn quickly from existing templates and company documentation, and manage multiple document-related priorities.
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Availability to work during Central Time business hours.
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Reliable high-speed internet connection and a quiet, professional home office environment.
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Nice to have:
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Experience using AI tools such as Claude or ChatGPT to support document drafting and preparation.
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Familiarity with HubSpot and ClickUp.
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Background in privacy, legal services, or consulting.
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Paralegal-style experience involving contract preparation, document review, and redline coordination.
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Benefits:
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Fully remote working opportunity.
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International work experience supporting a US-based business.
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Supportive and collaborative team environment.
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Learning and professional development opportunities.
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Potential performance-based bonuses.
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Paid time off (PTO).
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Health Maintenance Organization (HMO) coverage after 3 months.