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About the Role

As a Proposal Specialist, you will support Pursuit Strategists and Proposal Managers in developing, coordinating, and delivering high-quality client proposals. You will be a key contributor to coordination and content development, ensuring every submission is client-focused and aligned with our firm’s services and value proposition. This role requires strong writing and editing capabilities, disciplined follow-through, and effective collaboration.

Responsibilities

Review new RFPs/proposal requests, breaking down requirements, deadlines, and deliverables.
Draft and tailor proposal content, including executive summaries, service overviews, methodologies, bios, and case studies, using content libraries and templated assets.
Edit and refine inputs from subject matter experts (SMEs) to ensure clarity, consistency, and client-ready language.
Apply proposal writing best practices to improve structure, readability, and responsiveness to client requirements.
Load RFPs and proposal materials into the proposal automation platform and ensure projects are set up correctly.
Maintain proposal timelines, task assignments, and status updates within the proposal tool.
Coordinate day-to-day proposal activity, tracking inputs, sending reminders, and managing follow-ups.
Create and maintain shared working folders and ensure documents are accurately version controlled.
Support collaboration across contributors by managing working drafts and consolidating inputs.
Support proposal kick-off sessions, check-in meetings, and oral prep calls by preparing materials, documenting actions, and tracking follow-ups.
Perform compliance and completeness checks against RFP instructions prior to review and submission.
Support proposal submission activities, including uploads to client portals where required.
Assist with post-submission administration, including archiving materials and updating proposal records.
Identify recurring content and process issues and escalate to the Proposal Manager or Content Manager.

Requirements

2+ years’ experience in proposal writing, editing and bid support in a professional services, consulting, or B2B environment.
Excellent written English, with the ability to edit, simplify, and tailor content to different client audiences.
High attention to detail and strong document management skills.
Familiarity with proposal structures, formal RFP responses, and portals like Ariba, Jaggaer, or SAP.
Proficient in MS Word, PowerPoint, Adobe, and document formatting best practices.
Experience using tools like Loopio, Responsive, and SharePoint.
Proficient using AI in day-to-day work, especially Copilot and Claude.

Skills

Writing
Editing
Proposal Development
Content Tailoring
Document Management
MS Word
MS PowerPoint
Adobe
AI Tools (Copilot, Claude)
Proposal Automation Platforms
Collaboration
Communication

Location

Global

Work Type

Full-time

Experience Level

2+ years

About the Company

Vialto is a leader in global work, helping organizations identify, develop, and execute workforce priorities. Our practice areas include global tax, immigration, rewards, advisory, and Vialto private. We navigate the complexities of cross-border compliance and workforce strategies. We cultivate a dynamic, highly collaborative culture that fuels the growth of our people, working alongside recognized experts to shape people-first, technology-driven solutions for the future of work.

Equal Opportunity

We are an equal opportunity employer that does not discriminate on the basis of any legally protected status.