Proposal & Project Management Specialist

About the Role

The Proposal & Project Management Specialist is responsible for leading the preparation, coordination, and submission of high-quality proposals, Requests for Proposals (RFPs), Vendor of Record (VOR) submissions, Standing Offers, and other formal business development responses on behalf of the firm.

This role serves as the central owner of formal proposal content, this role works closely with Partners, Principals and Project Managers to develop compelling, compliant, and persuasive submissions that reflect the firm’s capabilities and competitive strengths.

In addition to proposal leadership, the role provides project management support to client delivery teams, ensuring key milestones, deliverables, communications, and administrative activities are effectively coordinated. The successful candidate combines exceptional writing and editing abilities with strong project management, organizational, and stakeholder management skills.

The ideal candidate is an exceptional writer and editor with strong organizational discipline, capable of managing multiple deadlines in a fast-paced, client-driven environment.

Key Responsibilities

Proposal Development & Business Development Support

• Coordinate and prepare responses to RFPs, RFIs, Standing Offers, and other proposal opportunities.
• Support the development of proposal responses by gathering, organizing, and drafting content.
• Collaborate with Partners and/or Principals to gather information and translate technical or operational content into persuasive client-focused submissions.
• Review solicitation documents and ensure all proposal requirements, evaluation criteria, and submission instructions are fully addressed.
• Ensure consistency in branding, tone, messaging, and formatting across all submissions.
• Coordinate proposal activities and timelines to support on-time submissions.
• Identify opportunities to improve proposal processes, content quality, and win rates through continuous improvement initiatives.

Project Management & Delivery Support

• Coordinate project activities and deliverables across multiple client engagements.
• Support Partners and delivery teams in managing project timelines, milestones, and key client commitments.
• Track the development, review, and delivery of client-facing and internal documentation.
• Coordinate meetings, interviews, presentations, and stakeholder communications.
• Maintain project documentation, status updates, action items, and reporting.
• Support search and consulting teams by ensuring operational and administrative requirements are completed efficiently and accurately.
• Assist with project planning, resource coordination, and risk identification.
• Work across multiple projects simultaneously while maintaining attention to detail and meeting deadlines.

Client Engagement

• Work on highly confidential assignments and interact with high profile clients and business leaders whilst maintaining the utmost tact and discretion.
• Recognize politically sensitive and/or confidential issues and bring matters to the attention of the Partner when needed.
• Unparalleled professionalism and service with all clients and candidates.
• Understand the importance of client and candidate confidentiality.
• Hosting interview meetings including setting up boardrooms, and managing logistical requirements, catering and participant schedules.

Financial Support

• Track and manage search related expenses and follow basic project accounting processes.
• Ensure timely submission of client and candidate expenses to finance in alignment with relevant policies.

Qualifications

Proposal Writing & Communication

• Exceptional business writing, editing, proofreading, and content development skills.
• Demonstrated experience developing successful RFP, RFQ, VOR, Standing Offer, or other competitive procurement submissions.
• Ability to synthesize complex information into clear, concise, persuasive, and client-focused content.
• Strong understanding of proposal compliance requirements and evaluation criteria.
• Outstanding attention to detail with a commitment to accuracy and quality.
• Ability to maintain professionalism and discretion when handling confidential information.
• Strong relationship-building skills with a client-centric approach.
• Ability to thrive in a hybrid work environment and collaborate across teams.

Project Coordination & Organizational Skills

• Exceptional ability to manage multiple projects simultaneously while meeting deadlines.
• Strong attention to detail and accuracy in document preparation, scheduling, and reporting.
• Skilled in prioritizing tasks and managing workload effectively under pressure.

Problem-Solving & Initiative

• Proactive in identifying issues and offering creative, practical solutions.
• Comfortable working independently and as part of a collaborative team.

Financial & Analytical Skills

• Basic understanding of project accounting processes and expense tracking.
• Ability to interpret and manage financial data related to project deliverables.

Technical Skills

• Advanced Microsoft Office user particularly with Excel, Word, PowerPoint, Outlook and Teams.
• Experience working with AI tools as a means of enabling efficiency (i.e. creating agents).
• Strong knowledge of web-based technologies and digital tools.
• Comfortable working with CRM systems and leveraging them for data-driven decision-making.
• Adaptable to new technologies, with a proactive approach to learning and integrating emerging tools into workflows.
• Ability to identify technology solutions that can streamline processes, enhance productivity, and support business objectives.
• Demonstrates curiosity and confidence in exploring innovative platforms to improve team efficiency and client experience.

Performance Measures

Proposal Management & Submission Excellence (25%)

• On-time completion and submission of proposals.
• Proposal compliance and quality standards achieved.
• Internal stakeholder satisfaction with proposal support.
• Proposal win rate and contribution to business development objectives.

Communication and Interpersonal (20%)

• Effective and timely communication with peers and other colleagues (i.e. vacation management, hosting client meetings in other Boyden locations, etc.).
• Exhibits a positive, approachable demeanor and fosters a collaborative team environment.
• Demonstrates initiative, creativity, and adaptability while supporting others and promoting work-life balance.

Client and Stakeholder Support (20%)

• Measured by Client, Partner and team satisfaction scores, feedback surveys, and responsiveness metrics.
• Demonstrates consistent professionalism and proactive support that enhances client and candidate experience.
• Responsiveness to client/candidate emails and meeting requests during business hours.
• Maintains strict confidentiality and demonstrates sound judgment in handling sensitive information.

Project Management and Delivery (20%)

• On-time delivery rate of deliverables.
• Adherence to project milestones.
• Maintains high standards in document preparation, scheduling, and reporting with minimal errors and rework.

Financial and Analytical Support (5%)

• Completeness and accuracy of project expenses.
• Compliance to relevant policies and timeliness of submissions.
• Escalation of risks and issues about potential client disputes/concerns about expenses.
• Use of client and internal reporting to support project tracking and delivery.

Problem Solving and Initiative (5%)

• Early identification and tracking of risks and issues related to projects, processes, technology or people.
• Actively provides innovative ideas and solutions that improve efficiency and effectiveness.
• Adoption of Ontario-wide changes/initiatives.

Technical and Tools Proficiency (5%)

• Utilization of available tools to improve productivity, efficiency and/or accuracy.
• Proper use of TRM/CRM and other company-wide systems (completeness, accuracy, timeliness of data entered).
• Identification and adoption of new technologies.