Administrative Assistant, Proposals Team

IXL Learning; San Mateo (CA); On-site; USD 34,000 - 45,000; Full time

Job summary

IXL Learning, headquartered in San Mateo, CA, is seeking an Administrative Assistant to support its RFP and proposals strategy. You will partner with sales and marketing to develop winning proposals that communicate IXL’s product value and foster district partnerships.

The ideal candidate is organized, detail-oriented, proactive, and passionate about education. The role requires onsite work at our San Mateo office and collaboration with multiple teams to gather information and ensure timely bid

Qualifications

• BA/BS required; 1–3 years in a related field preferred.
• Strong written and verbal communication skills.
• Excellent organizational and detail-oriented abilities.
• Proactive, quick learner with initiative.
• Able to prioritize tasks and work efficiently.
• Experience with Google Apps, Microsoft Office, and Adobe.
• Familiarity with SchoolWatch and RFP processes preferred.
• Experience in K-12 education is a plus.

Responsibilities

• Manage bidding opportunities daily and screen for relevance.
• Order supplies and materials for proposals.
• Print, copy, ship, and track proposals and samples.
• Complete bid portal registrations and submit bids.
• Prepare vendor registrations and proposal documentation.
• Collaborate with sales, contracts, legal, marketing, HR, finance, IT, security, and other teams to gather information and language for responses.
• Track awards, follow up with districts, archive proposals.
• Maintain contract lists and update pricing as needed.
• Support ad hoc bid projects.

Skills

Written & oral communication

Task prioritization

Highly organized

Fast learner

Independent & team player

Google Apps

Microsoft Office

Adobe

RFP experience

K-12 education knowledge

Education

BA/BS in related field

1-3 years of experience in related field

Tools

Google Workspace

Microsoft Office

Adobe Acrobat

Bid portals (RFP)

Job description

IXL Learning, developer of personalized learning products used by millions of people globally, is looking for an Administrative Assistant to support IXL’s RFP and proposals strategy. In this role, you will partner with our sales and marketing teams to develop winning proposals and bids that effectively communicate IXL’s product value and foster strong district partnerships.

The ideal candidate is organized, detail-oriented, proactive, and passionate about IXL’s mission to impact education.

This position requires you to be in our San Mateo, CA, headquarters office.

What You'll Be Doing

• Request and screen bidding opportunities daily
• Order supplies and proposals materials
• Print, copy, ship, and track proposals and book samples
• Complete online bid portal registration and questionnaires, and submit bids
• Complete vendor registration forms and paperwork for proposals, support document formatting, and work with internal teams to collect necessary information
• Collaborate with IXL sales, contracts, legal, marketing, HR, finance, IT, Security, and other teams to gather information and language needed for responses
• Track bid and proposals awards, follow up with district purchasing departments, request evaluations, submit open records requests, synthesize win/loss data, and archive submitted proposals
• Maintain contracts lists, track renewals, update pricing, as needed
• Support ad hoc bid projects, as needed

What We're Looking For

• BA/BS and 1-3 years of experience in a related field
• Strong written and oral communication skills
• Ability to prioritize tasks and work efficiently
• Exceptionally organized and detail-oriented
• Quick learner who demonstrates initiative
• Energetic, mature, positive person who works well independently and with a team
• Experience with Google Applications, Microsoft Office Suite, and Adobe required
• Experience with SchoolWatch and RFPs desired
• Experience in K-12 education a plus

Our pay ranges are determined by role, level, and location. The base hourly rate for this full-time position is $25 - $33 per hour + benefits. The range displayed on each job posting reflects the minimum and maximum target for new hire pay ranges for the position. Individual pay is determined by work location and additional factors, including job-related skills, experience, and relevant education or training.

About IXL Learning

• 1 in 4 students in the United States uses IXL.com
• Rosetta Stone provides an immersive learning experience for 25 languages
• Wyzant is the nation's largest community of tutors, covering 300+ subjects
• Teachers Pay Teachers (TPT) is a comprehensive marketplace for millions of educator-created resources

Our mission is to create innovative products that will make a real, positive difference for learners and educators and we're looking for passionate, mission-minded people to join us in achieving this goal. We have a unique culture at IXL that fosters collaboration and the open exchange of ideas. We value our team and treat one another with kindness and respect. We approach our work with passion, tenacity, and authenticity. We find it immensely satisfying to develop products that impact the lives of millions and we are eager to have you join our team.

At IXL, we value diversity in age, race, ethnicity, gender, sexual orientation, physical and mental ability, political and religious beliefs, and life experience, and we are proud to promote a work environment where everyone, from any background, can do their best work. IXL Learning is an equal opportunity employer and does not discriminate against applicants and employees based on any legally protected category.