About the Role

We are seeking a highly skilled, detail-oriented, and proactive Executive Assistant (VA Concierge) to support small business owners operating in the government contracting and procurement space. The ideal candidate is a confident communicator, a strong researcher, and a strategic thinker capable of managing high-level administrative tasks while keeping projects moving forward. This role involves managing executive calendars, handling sensitive communications, researching government bids (federal, state, and local), compiling proposals, maintaining compliance documentation, and providing strategic support to ensure business owners stay informed, prepared, and competitive.

Key Responsibilities

• Government Contracting & Bid Research
• Monitor procurement portals (e.g., SAM.gov, state/county platforms) for upcoming contract opportunities.
• Identify, assess, and track bid opportunities across federal, state, and local levels.
• Review eligibility and compliance requirements for bid submissions.
• Compile proposal packages, including documents, certifications, and response templates.
• Communicate with procurement officers for bid clarification and updates. Executive & Administrative Support
• Manage executive calendars, meeting logistics, and reminders
• Graphic Design Required: Most of this role involves creating professional workbooks, slide decks, and branded materials
• Create graphics for social media and presentations
• Draft, review, and organize reports, proposals, and communications
• Prioritize and respond to emails, calls, and administrative requests
• Maintain accurate records of certifications, compliance, and operational documents
• Uphold confidentiality and demonstrate professionalism in all interactions Business Operations & Compliance
• Monitor deadlines for certifications, renewals, and proposal submissions
• Support in maintaining business licenses, registrations, and required filings.
• Coordinate with vendors, internal teams, and government representatives. Communication & Client Interaction
• Make cold calls and outreach emails on behalf of the business owner to agencies, primes, and vendor contacts
• Follow up on proposals, POs, contracts, or document requests
• Pitch the business and its capabilities to decision-makers
• Prepare briefing materials and summaries for meetings Other tasks connected with the job description