Administrative Assistant - Proposals

Administrative Assistant - Proposals

At Boswell, we understand the significance of our work and its impact on society. Therefore, we deliver on-demand, sound, and state-of-the-art integrated engineering solutions to satisfy the complex needs of the sectors we serve. Due to continued growth in 2025, we are eager to add an Administrative Assistant to our Proposals Team reporting daily to our headquarters located in South Hackensack, NJ. This Administrative Assistant - Proposals supports the Marketing Department by coordinating administrative and logistical tasks essential to the proposal development process. This role is responsible for organizing meetings, preparing and assembling proposal materials, maintaining documentation, and ensuring timely delivery of submissions. Key duties include managing calendar invites, tracking RFPs / RFQs, setting up proposal folders and numbers, handling transmittals, printing labels, coordinating deliveries, binding documents, and facilitating required signatures. The assistant also provides support for scanning, copying, and filing, and assists the broader marketing team with various ongoing projects. This position reports directly to the Proposals Manager and works closely with the proposal team to support day-to-day operations. The ideal candidate is detail-oriented, proactive, and able to thrive in a fast-paced environment. Proficiency in Microsoft Office applications (Word, Excel, PowerPoint, and Teams) is essential for success in this role.

Job Tasks :

• Make Reservations for Meetings (Outside Events and Team Meetings)
• Arrange Calendar Invites
• Coordinate Attendance Lists and Share with Marketing Team
• Proposal Team Assistance
• IMS / Contract Reporter Morning Routine
• Obtain RFP / RFQ from Prospective Clients
• Create Folders (Physical and Online)
• Set Up Proposal Numbers
• Set Up Physical Proposal Sections
• Transmittals
• Type And Print Labels
• Actively Check for Addendums
• Arrange Deliveries
• Bind
• Mark Forms for Signature, Notary, etc. and Get Signed
• Run Folders
• Filing
• Scan and Make Copies
• Assistant Marketing Department with completing projects

Minimum Requirements :

We recognize that the best way to provide services of the highest quality is by investing in our employees. Our competitive compensation and benefits include :

Boswell ensures that all employees, including those that work part-time, receive paid sick, family and disability leave in accordance with the laws of their state of residence. These benefits are application to US employees depending on their employment status (full-time, part-time) and state / jurisdiction.

Boswell Engineering is an Equal Opportunity / Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion or creed, sex, sexual orientation, gender identity, national origin, age, citizenship status, marital status, disability, military status, genetic information, or any other legally protected status.