Executive Assistant (Procurement & Bids)

Job summary:
Be the CEO's right hand on public-sector bids. Own every deadline, document and submission, and use Claude to keep it all on track.

Meet Mosaic Effect:
Mosaic Effect is an expert-led privacy, cybersecurity and AI governance consultancy. We win most of our work through public-sector procurement: federal, provincial, municipal and broader-public-sector tenders, supply arrangements, vendor rosters, and contract roles placed through staffing agencies.

The machinery is already built: daily portal and email sweeps, one opportunity tracker, a stage-gated proposal process, templates, and a submission guide for every portal we use.

The role:
You are the CEO's executive assistant for everything procurement. You own the calendar and the paperwork: no deadline missed, every addendum read the day it posts, every submission in early, complete and on the record.
You take instructions and carry them through precisely. You don't write the technical substance of proposals; the CEO and our consultants do that. You make sure it comes together, gets checked and goes in on time.
You report directly to Sukhpreet Singh, CEO, and work with our consultants, staffing agencies and public-sector buyers.

Who this is for

• You follow instructions to the letter, and you ask when something is unclear instead of guessing.
• You can hold a dozen close dates in your head and never drop one.
• You read the fine print in a solicitation before anyone asks you to.
• You'd rather be done two days early than submit at the last minute.
• You already use Claude or similar AI tools every day, and you always check their work.
• You keep confidential information confidential.

What we expect from you
The work follows each bid from first sighting to final debrief.

1. Find and log opportunities (daily and weekly)
◦ Run the daily procurement digest (portal scrapes, bid-notice email s, agency requisitions) and log what's new in the opportunity tracker.
◦ Run the weekly procurement pulse across federal, provincial, municipal and broader-public-sector sources for privacy, cybersecurity and AI-consulting work.
◦ Coordinate the portal assistant's weekday sweeps of login-only portals. A portal nobody reached is logged as "not checked", never "nothing found".
◦ Track signals that aren't bids yet: job postings that could become contracts, upcoming vendor rosters, contract-award intelligence from access-to-information requests, and loss debriefs.

2. Qualify and plan
◦ Prepare a one-page bid brief and a compliance matrix for each opportunity: mandatory requirements, scoring, insurance, security, certifications, references and submission method.
◦ Flag hard blockers early (insurance limits, WSIB, ISO 27001, clearances, certifications, vehicle-holder-only eligibility) and bring each to the CEO as a go/no-go decision.
◦ Build each bid's timeline backward from the close and hold the T-48-hour tripwire: everything is complete two days before close, or the CEO hears about it that day.

3. Run bid production
◦ Set up the bid folder from templates and keep documents versioned (v0.x drafts, v1.0 approved).
◦ Collect inputs on time: consultant résumés and consents, references and referee consent, corporate documents, insurance certificates, signatures and forms.
◦ Run the completeness check against the compliance matrix before review, and track feedback through the green-light gates.
◦ Send buyer questions within the question period once the CEO approves them. Download every addendum and Q&A the day it posts and update the matrix.

4. Submit and keep records
◦ Assemble the final package and, after CEO approval, submit through the correct portal or by email at least 24 hours before close.
◦ Save proof of submission (receipts, confirmation numbers, screenshots) and file the submitted set.
◦ Track outcomes, request a debrief on every loss and log the lessons.

5. Agencies, rosters and registrations
◦ Manage staffing-agency requisitions: right-to-represent forms, résumé versions and availability confirmations, with a strict one-person, one-channel rule per requisition.
◦ Maintain vendor registrations and portal accounts: CanadaBuys/SAP Business Network, MERX, Bonfire, SAP Ariba, Jaggaer, BC Bid, Alberta Purchasing Connection, SaskTenders, Biddingo, bids&tenders and others. Track renewal dates, document fees and supplier profiles.
◦ Keep corporate compliance documents current and ready to attach: certificate of status, insurance certificates, WSIB/WorkSafeBC, security clearance records and supplier numbers.

6. Report
◦ Keep the opportunity tracker current every day: stage, close date, next action and owner.
◦ Send the CEO a short daily status: what closes in the next 14 days, what's blocked and what needs a decision.
◦ Keep an accurate work log. If it isn't logged, it didn't happen.

Working with AI and Claude
AI runs a large part of our daily machinery, and Claude is the main tool you'll work with. You direct it, check it and own the result.

• Use Claude to summarize solicitations, draft compliance matrices and bid briefs, and spot mandatory requirements.
• Use Claude to draft buyer and agency email s, daily status notes and tracker updates for the CEO's approval.
• Run and supervise the AI-assisted daily digest and portal sweeps, and confirm each source was actually checked.
• Check every AI output against the source documents before it's used. AI drafts; you verify.
• Give clear, specific instructions to Claude, and improve the prompts and checklists the team relies on.

Requirements

• Exceptional organization and deadline discipline across many parallel close dates.
• Careful reading of solicitation documents: mandatory requirements, evaluation criteria, forms, and insurance and security clauses.
• Strong Word and Excel skills: tracked changes, document assembly, PDF packaging and trackers.
• Clear, concise written English for drafting email s to buyers and agencies.
• Daily, hands-on use of Claude or similar AI tools, with the habit of checking their output.
• Discretion with confidential commercial information.
• Can work EST Timezone.

Nice to have

• 2+ years in executive assistance, bid or proposal coordination, procurement administration or contract administration, ideally with Canadian public-sector tenders.
• Hands-on use of Canadian procurement portals such as CanadaBuys/SAP Business Network, MERX, Bonfire, Ariba, Jaggaer or BC Bid.
• Familiarity with federal supply arrangements and methods of supply (TBIPS, TSPS, SBIPS, ProServices), standing offers and vendor-of-record arrangements.
• Exposure to privacy, cybersecurity or IT consulting procurement.
• Experience with staffing-agency requisitions and right-to-represent processes.

Results

• Zero missed deadlines and zero late or incomplete submissions.
• Every addendum and Q&A downloaded and reflected in the bid within one business day of posting.
• A go/no-go decision on every live opportunity within two business days of intake.
• Every submission in at least 24 hours early, with proof on file.
• A tracker that's accurate at any moment, with no "unknown" status older than a week.
• A debrief requested on every loss.

How we work

• The CEO approves anything that leaves the company: submissions, prices, signatures, declarations, and email s to buyers or agencies. You prepare each one so it only needs a yes.
• Portal logins live in a password manager. Credentials are never shared by email or stored in documents.
• Everything lives in one shared folder, one tracker and one log.

How to apply
Interested? Email ---------- and attach:

• A short video introduction
• Your resume
• Your portfolio or work samples (for example, bid trackers, compliance matrices or submission packages you've managed, with confidential details removed)