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We are seeking a Document & Proposal Specialist who is exceptionally strong in Microsoft Word, with proven ability in writing, editing, and large document production. This is not a traditional calendar-management or front-desk admin role. Instead, this person will be deeply involved in preparing, formatting, and polishing client deliverables and proposals, including support for our GSA contract and responses to RFQs. This is an in-office position in Raleigh, NC, for at least 30-40 hours depending on fit and workload.
Key Responsibilities
- Word-Heavy Document Production & Editing (Core of the Role) Format, assemble, and maintain long, complex documents (often 50+ pages) in Microsoft Word, including: Applying and managing styles (headings, body text, lists, captions). Creating and updating tables of contents, lists of tables/figures, and cross-references. Managing section breaks, headers/footers, page numbering, and appendices. Track and incorporate edits from multiple team members using Track Changes and Comments, ensuring final documents are clean and professional. Convert final documents to PDF, check pagination and formatting, and organize exhibits/attachments for submission. Assist with document version control and file organization for major client projects (e.g., CON applications, regulatory filings, large reports).
- Writing & Content Support Draft, edit, and proofread client-facing documents, including: Executive summaries, project narratives, and sections of reports. Cover letters, transmittal letters, and response memos. GSA RFQ responses and related proposal content. Improve clarity, tone, and flow of technical content written by consultants, while preserving substance. Catch and correct grammar, punctuation, and formatting issues, with high attention to detail.
- GSA & RFQ Support Assist in tracking GSA opportunities and organizing relevant documentation. Help compile and format RFQ responses, including assembling past performance information, staff bios, standard forms, and attachments. Maintain and update standard text blocks, templates, and boilerplate language used in proposals and RFQs.
- Light Excel & Data Tasks Use Excel for basic to intermediate tasks, such as: Updating data tables, simple formulas (SUM, AVERAGE, percentages). Cleaning and organizing data prior to being incorporated into reports. Updating and checking figures that are referenced in Word documents. Coordinate with consultants to ensure consistency between Excel tables and the narrative sections of reports.
- General Project Support (Limited Traditional Admin) Help maintain organized electronic project folders and naming conventions. Assist with printing/binding, assembling hard-copy submissions, and coordinating shipping when necessary. Provide occasional support on scheduling or logistics for major deadlines, but this is not a calendar-heavy executive assistant role.
Required Qualifications
- 2-5+ years of experience in a professional environment with heavy Microsoft Word usage, ideally in: Consulting, legal, technical writing, proposal development, healthcare, or another document-intensive field.
- Demonstrated strength in writing and editing: Able to write clear, concise, professional prose. Comfortable editing others’ work for clarity, grammar, and structure.
- Advanced proficiency in Microsoft Word, including: Styles, TOC, cross-references, section breaks, headers/footers. Track Changes and Comments for multi-author review cycles. Page layout, tables, and basic graphics insertion. Proficiency in Excel (not an analyst, but beyond basic): Comfortable with formulas like SUM, AVERAGE, percentages, basic IF, and simple lookups. Able to neatly format and organize tables for use in reports.
- Strong attention to detail, especially under deadline pressure. Ability to learn complex subject matter (healthcare, regulatory topics) and handle sensitive information confidentially.
- Must be able and willing to work in-office in Raleigh at least 20 hours per week on a regular schedule.
Preferred Qualifications
- Experience supporting healthcare, regulatory, legal, grant, or proposal work (e.g., RFP/RFQ responses, grant applications, or CON applications). Experience assisting with GSA contracts and/or other government proposal processes.
- Familiarity with Adobe Acrobat for combining PDFs, adding bookmarks, and checking accessibility.
- Experience in a small firm or boutique consulting environment, where people wear multiple hats.
Work Schedule & Arrangement Location:
In-office, Raleigh, NC. Hours: Minimum 30-40 hours per week, with the possibility of additional hours depending on workload.
