Proposal & Adoptions Program Assistant

  • Sales
  • Farmington Hills, United States

Proposal & Adoptions Program Assistant

Job description

Great Minds, a rapidly growing challenger brand in the PK-12 instructional materials space, seeks an experienced Administrative Assistant.


Great Minds brings teachers and scholars together to craft exemplary instructional materials that inspire joy in teaching and learning. Our English curriculum, Wit & Wisdom®, Eureka Math™ and PhD Science™, all support teachers as they take students beyond rote learning to provide a deeper, more complete understanding of the humanities, mathematics, and the sciences. Founded in 2007, Great Minds now employs over 1,000 people.

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Great Minds’ Eureka Math is the most widely used curriculum in the history of American education. It enjoys an unrivaled 40+ net promoter score. Eureka and its sister products, Wit & Wisdom English and PhD Science, embrace much higher expectations for all students and all teachers. In a market dominated by scripted, procedural materials that drive expectations down, Great Minds produces curricula that celebrate knowledge, respect the craft of teaching, and acknowledge the true capabilities of students.

Position Summary

The Proposal & Adoptions Program Assistant position will report to the Proposals and Adoptions Manager and will play an important part within the operations of our Sales team. This role demands extensive organizational skills, developed customer relations skills, and a strong ability to multitask on several projects at once. The ideal candidate has a strong attention to detail, is capable of meeting narrow deadlines, and an ability to coordinate effectively with team members to accomplish complex goals.

Location: Farmington Hills, Michigan. This position will report to the sales office two days per week and work locally remote three days per week. This position is fully remote until further notice. Office hours are subject to change once the office reopens.

Core Responsibilities

  • Review Request for Information (RFI) and Request for Proposal (RFP) documentation for proposal production requirements/guidelines and work with the Proposals and Adoptions Coordinator to develop production schedules.
  • Participate in establishing and maintaining corporate proposal procedures and processes, not limited to:
    • Register for state and K-12 district procurement sites, input data, maintain login tracking spreadsheet.
    • Complete vendor registrations with schools and school districts as required for bids; complete forms and obtain signature approvals.
    • Update pricing notes in Salesforce.
  • Coordinate with internal teams (HR, finance, legal) to obtain input on procurement site requirements and vendor registration forms.
  • Manage the final production and submission of all RFPs in accordance with strict deadlines.
  • Create outlines, build templates, proofread, prepare review drafts and final editions, schedule meetings and track the completion of assignments.
  • Facilitate communications between Proposals and Adoptions team staff and other internal staff regarding proposal development.
  • Track and manage electronic proposal files and archives.
  • Order refreshments and manage inventory for the Farmington Hills office.
  • Make catering arrangements for in-office meetings as needed.
  • Other duties as assigned.



  • 2 years of experience in RFP management; preferred
  • 1-3 years’ experience in an administrative role is highly preferred
  • Bachelor’s degree or equivalent business experience
  • Detail-oriented with excellent follow-up skills
  • Proficient at establishing priorities and meeting deadlines
  • Capability to work in fast-paced environment, with demonstrated ability to juggle multiple competing tasks and demands
  • Ability to work in a positive and cooperative manner with fellow team members
  • Professional, punctual, dependable, reliable, with a desire to learn

Ideal Attributes

  • Customer Relationship Management (CRM) software experience; Salesforce preferred
  • Solid organizational skills and proactive problem-solving abilities
  • Ability to work independently and collaboratively
  • Commitment to high standards

Physical Requirements

• Periodically lifting, reaching, and moving product up to 40 lbs.

A cover letter and resume are required to be considered for this position.

Selected candidate will be required to pass a criminal history background check.

Candidate must have reliable Internet connectivity.

Great Minds is an equal opportunity employer. We will extend equal opportunity to all individuals without regard to race, religion, color, sex (including pregnancy, sexual orientation, and gender identity), national origin, disability, age, genetic information, or any other status protected under applicable federal, state, or local laws. Our policy reflects and affirms the organization’s commitment to the principles of fair employment and the elimination of all discriminatory practices.