Bids and Propsal Assistant

The Bids and Proposal Assistant provides administrative, coordination, and communication support to the Bids and Proposals team. This role supports proposal development, renewals, and resubmissions by managing schedules, documentation, internal systems, and status communications. By handling these operational and organizational tasks, the Bids and Proposal Assistant enables proposal managers and contributors to focus on content development, compliance, and overall submission quality.

This position does not include responsibility for proposal drafting, pricing, or contract negotiation.

Our preference is for this role to be hybrid, based out of either our Edina, MN or North Mankato, MN locations.

We support teaching and learning with amazing content that engages students, inspires teachers, and connects families and communities to move literacy forward. Capstone is a fast-paced growth company committed to cultivating a love of reading and learning. We know that Learning is for Everyone.

For over 30 years, Capstone has been a national leader in K-5 educational content including digital products (Pebble Go, Pebble Go Next, Pebble Go Create, Capstone Interactive, Capstone Connect) and award-winning books. We combine a passion for helping foster a powerful love of reading and learning with the talent to create amazing content.

We are a mission-driven company that provides opportunities for professional learning and development and a culture of inclusion and belonging.

• Provide administrative and logistical support for proposal development and renewals.
• Track proposal and renewal schedules, milestones, and deadlines; issue reminders and status updates to internal stakeholders.
• Serve as an administrative point of contact for internal and external customers regarding the status of proposals and renewals, escalating substantive or strategic inquiries to proposal leads as appropriate.
• Coordinate proposal intake, kickoff preparation, and internal meetings.
• Upload, organize, and maintain proposal documents, templates, and supporting materials in proposal management systems (e.g., Responsive) and shared repositories.
• Support compliance efforts by tracking required administrative forms, certifications, and attachments.
• Assist with assembling and submitting final proposal packages in accordance with stated requirements and deadlines.
• Maintain proposal records, archives, and basic pipeline tracking to support reporting and audit readiness.
• Coordinate with internal teams and third-party partners to collect required administrative materials and status information.

• 2+ years of experience in an administrative, coordination, or support role, preferably in a proposals, contracts, legal or deadline-driven environment.
• Demonstrated experience working with databases or content management systems, including data entry, organization, retrieval, and maintenance of records (experience with proposal management systems such as Salesforce and Responsive is a plus).
• Strong organizational skills with the ability to track multiple projects simultaneously, manage competing priorities, and maintain accuracy under tight deadlines.
• Proven ability to manage timelines and due dates, including monitoring milestones, issuing reminders, and ensuring tasks are completed on schedule.
• Excellent written and verbal communication skills, with the ability to communicate clearly and professionally with internal teams and external customers regarding status and next steps.
• High attention to detail and commitment to accuracy, consistency, and follow-through.
• Proficiency with Microsoft Office and/or Google Workspace; comfort learning new systems and tools.
• Excellent customer service abilities
• Independent and collaborative team player with excellent interpersonal skills.

Approximately 5-10% travel may be required in the future.

Capstone embraces equal opportunity and a culture of belonging for all employees and applicants. We are an Affirmative Action and Equal Opportunity Employer. All candidate information will be kept private…