Proposals Assistant

FBT Gibbons LLP; Newark, Northern (NJ, KY); On-site; USD 77,366,000 - 91,693,000; Full time

Job summary

FBT Gibbons LLP in Newark, NJ, is seeking a Proposals Assistant to coordinate and submit bond counsel RFPs and client materials. You will review instructions, gather attachments, and support attorneys, BD professionals, and marketing teams to ensure timely, accurate responses.

Strong proofreading, formatting, and communication skills are essential for success in a fast-paced, professional services environment.

Qualifications

• Bachelor's degree or equivalent combination of education and experience.
• Minimum of 1 year of related work experience, professional services experience preferred.
• Proficiency in Microsoft Teams, Outlook, Excel, PowerPoint and Word.
• Highly organized and detail-oriented, with the ability to manage and prioritize multiple tasks and projects simultaneously in a deadline-driven environment.
• Proven ability to assist multiple individuals of various levels with diverse needs and challenges simultaneously.

Responsibilities

• Assist with the preparation, coordination, and submission of bond counsel RFPs, including administrative tasks such as completing required forms, gathering attachments, coordinating signatures, printing, binding, packaging, and submitting final materials.
• Review RFP instructions carefully to help ensure all required forms, certifications, attachments, signatures, deadlines, and submission formats are addressed.
• Support the proposal team in preparing pitches, proposals, RFIs, and other client-facing materials.
• Assist with drafting, formatting, organizing, proofreading, and assembling proposal content, including firm overviews, attorney biographies, experience descriptions, representative matters, and tailored responses.
• Coordinate with attorneys, business development professionals, marketing team members, Pricing, and the Office of Legal Affairs as needed to gather information and facilitate proposal completion.
• Help maintain proposal timelines, task lists, checklists, and internal tracking tools to support timely and accurate submissions.
• Enter revised, approved, or newly developed proposal content back into the firm’s systems, databases, templates, and content libraries for future use.
• Maintain and update experience descriptions, representative matters, attorney credentials, practice summaries, and other reusable proposal content.
• Proofread proposal materials for formatting, grammar, clarity, consistency, and adherence to firm style and branding standards.
• Track proposal activity, outcomes, submission details, and related information for reporting and process improvement purposes.
• Assist with other Business Development and Marketing initiatives, including pitch presentations, client-ready materials, directory submissions, and special projects as needed.

Skills

Organization

Communication

Attention to detail

Multitasking

Team collaboration

Education

Bachelor's degree or equivalent

Tools

InterAction

Foundation

Microsoft Teams

Outlook

Excel

PowerPoint

Word

Job description

FBT Gibbons LLPis a national law firm focused on serving companies operating and investing in the middle market. With nearly 1,500 employees across 26 offices, we support clients ranging from large multinationals to mid-sized businesses and growth-oriented startups across the United States. Our teams collaborate across departments and geographies to deliver excellent service to our clients, colleagues, and the communities we serve.

At FBT Gibbons, diversity enriches our vibrant culture and empowers our teams to achieve more together. We welcome talented professionals who bring valuable skills, a collaborative mindset, and a shared commitment to helping our firm and clients thrive. Here, you’ll make meaningful contributions, collaborate with exceptional colleagues, and build a career that grows with your skills and ambitions.

We are currently seeking a Proposals Assistantto support the preparation, coordination, and submission of proposals, pitches, and RFP responses, with a particular focus on bond counsel RFPs. This role plays an important part in helping the firm deliver accurate, polished, and client-ready materials by coordinating submission requirements, maintaining proposal content, and supporting the proposal team throughout the proposal process.

The ideal candidate is a highly organized, detail-oriented professional with strong proofreading, formatting, and communication skills. Success in this role requires the ability to manage multiple priorities, produce accurate work under tight deadlines, and collaborate effectively with attorneys, business development professionals, and other stakeholders.

Key Responsibilities:

• Assist with the preparation, coordination, and submission of bond counsel RFPs, including administrative tasks such as completing required forms, gathering attachments, coordinating signatures, printing, binding, packaging, and submitting final materials.
• Review RFP instructions carefully to help ensure all required forms, certifications, attachments, signatures, deadlines, and submission formats are addressed.
• Support the proposal team in preparing pitches, proposals, RFIs, and other client-facing materials.
• Assist with drafting, formatting, organizing, proofreading, and assembling proposal content, including firm overviews, attorney biographies, experience descriptions, representative matters, and tailored responses.
• Coordinate with attorneys, business development professionals, marketing team members, Pricing, and the Office of Legal Affairs as needed to gather information and facilitate proposal completion.
• Help maintain proposal timelines, task lists, checklists, and internal tracking tools to support timely and accurate submissions.
• Enter revised, approved, or newly developed proposal content back into the firm’s systems, databases, templates, and content libraries for future use.
• Maintain and update experience descriptions, representative matters, attorney credentials, practice summaries, and other reusable proposal content.
• Proofread proposal materials for formatting, grammar, clarity, consistency, and adherence to firm style and branding standards.
• Track proposal activity, outcomes, submission details, and related information for reporting and process improvement purposes.
• Assist with other Business Development and Marketing initiatives, including pitch presentations, client-ready materials, directory submissions, and special projects as needed.

Job Requirements:

• Bachelor's degree or equivalent combination of education and experience.
• Minimum of 1 year of related work experience, professional services experience preferred.
• Prior experience using client relationship management or content database systems, such as InterAction or Foundation, preferred.
• Proficiency in Microsoft Teams, Outlook, Excel, PowerPoint and Word.
• Highly organized and detail-oriented, with the ability to manage and prioritize multiple tasks and projects simultaneously in a deadline-driven environment.
• Proven ability to assist multiple individuals of various levels with diverse needs and challenges simultaneously.
• Independent self-starter capable of managing and prioritizing multiple projects and priorities.
• High degree of professionalism when interacting with internal and external clients.
• Strong written and verbal communication, presentation, editing, and proofreading skills required.
• Ability to think critically, demonstrating intellectual curiosity and solution-orientation.
• Ability to work well individually, as well as collaborate effectively in a team environment.
• Ability to multitask effectively while effectively maintaining attention to detail and meeting tight deadlines.
• Adaptable to change, able to adjust to shifting priorities.

FBT Gibbons is fully committed to equality of opportunity in all aspects of employment. It is the policy of FBT Gibbons to provide equal employment opportunity to all employees and applicants without regard to race, color, religion, national or ethnic origin, military status, veteran status, age, gender, gender identity or expression, sexual orientation, genetic information, physical or mental disability or any other protected status.

FBT Gibbons offers a competitive salary and a comprehensive benefits package, including health care coverage (medical, dental, and vision), life insurance, short- and long-term disability, paid parental leave, employee wellbeing and EAP programs, paid time off, and a 401(k) retirement plan with employer matching and profit-sharing. Benefit offerings and eligibility vary by location and are subject to applicable plan terms and legal requirements.

The pay range for this role accounts for the wide range of factors considered in making compensation decisions including but not limited to skill sets; experience and training; licensure and certifications; and other business and organizational needs. For applicants physically based in Newark, a reasonable estimate of the current range is $27.00 - $32.00 hourly. Actual pay will be determined based on skills, relevant experience and other job-related factors, consistent with applicable employment laws.

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.

Applicants must be authorized to work in the United States without current or future employer sponsorship. FBT Gibbons does not provide visa sponsorship for this position.