Remote Executive Assistant - Proposals & Contracts Coordinator (Business Ops)

FreedUp · Brazil · posted today ago

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About this role

About FreedUp

FreedUp places talented Executive Assistants and business support specialists with founders and executives at growing US companies. We free leaders up by saving them time and effort so they can focus on the work only they can do. For our team members, we aim to be one of the best US companies for LATAM talent, with a supportive environment and real room to grow.

About the role

FreedUp is seeking a detail-oriented Proposals & Contracts Coordinator to support the founder of a boutique privacy consulting firm. This isn't a classic Executive Assistant role, and there's no calendar or inbox management for now. Most of the work is preparing proposals, statements of work (SOWs) and master services agreements (MSAs), with light business operations support.

This role suits someone who loves precision, takes pride in polished documents, and catches the small details others miss: a wrong date, a pricing typo or a misaligned table. You'll work independently, learn quickly from company documents and templates, and stay calm when a last-minute proposal lands on your desk.

What you'll do

Proposals, SOWs and contracts (main focus)

Draft proposals: prepare client proposals from company templates, making sure scope, deliverables, timelines and investment amounts are accurate.
Prepare SOWs and MSAs: turn approved proposals into SOWs and support the MSA process from first draft to signature.
Manage redlines: track changes and comments back and forth with clients, and keep every version clear and organized.
Check every detail: review dates, pricing, deliverables, names and formatting before anything goes out.
Keep records organized: maintain a clean, up-to-date library of proposals and contracts.

Documents and slide decks

Build and polish proposal decks and documents in Google Slides or PowerPoint.
Make quick formatting changes and last-minute updates calmly and accurately.

Light business operations support

Help with occasional admin tasks, such as invoicing support, vendor paperwork and client onboarding forms.
Help keep HubSpot and ClickUp up to date as needed.

Requirements

3+ years of hands-on experience writing proposals, SOWs or contracts from templates.
Exceptional attention to detail, especially with dates, pricing and investment amounts, deliverables and formatting.
Strong skills creating polished documents and slide decks in Google Slides or PowerPoint, and comfort making quick formatting changes.
Experience coordinating contract or proposal redlines with clients.
Excellent written English.
Available during Central Time business hours.
Reliable high-speed internet and a quiet home office setup.

Nice-to-haves

Experience using AI tools such as Claude or ChatGPT for drafting.
Familiarity with HubSpot and ClickUp.
A background in privacy, legal or consulting, including paralegal-style document work such as redlines.