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Executive Assistant, Professional Services
Houghton Mifflin Harcourt
New York, NY, United States
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Job Requisition ID: 3423
This is an excellent position for a highly-motivated, self-directed individual who thrives in a fast-paced office environment and wants a challenge. The ability to multitask, communicate with a lot of different people, prioritize, and respond to change and multiple requests quickly, efficiently and calmly is of utmost importance.
Overall Responsibility:
The Professional Services division is part of a leading publishing and technology company. It is a leader in the education marketplace, providing research-based technology programs, supplemental instructional materials and professional learning and training to support teachers and administrators in grades pre-K through high school.
The Executive Assistant will support the Professional Services EVP and her team, undertaking daily administrative duties in a busy, multi-tasking environment.
Primary Accountabilities:
Executive Assistant to EVP
• Intensive outlook calendar coordination and meeting and travel scheduling, prioritizing and communication
• Attend meetings, take notes, and distribute agendas and relevant documents
• Organize and schedule travel (including some international travel) special events, mailings, car services, etc.
• Understand and manage EVP’s needs and challenges for team and beyond as they arise
• Create a sense of team and continuity as Professional Services leadership are in multi locations
• Understand people, projects and needs in professional services and be able to communicate professionally and effectively by email, phone, and messaging
• Liaise and communicate with Sales Enablement, Sales staff, Marketing and Product
• Meet and greet authors/experts/clients/visitors and direct them to the appropriate meeting and/or person
• Facilitate in organizing and setting up rooms and needed equipment for meetings, including the preparation of required materials
• Prepare and review expense reports in a timely fashion, especially with heavy travel schedule
• Create, direct and/or review PowerPoint presentations and Excel spreadsheets as needed
• Proofreading/copy editing as needed
• Maintain technology tools and filing systems for EVP
Team Support:
• Build relationships
• Organize quarterly in-person and virtual biweekly leadership team meetings
• Schedule and assist in setting up meetings with customers, sales and service staff
• Create and rout contracts requests, contracts, and invoices as well as manage requisitions
• Work closely with team members on departmental events and projects
• Record and report team members’ timesheets
• Support the editorial team with administrative assistance as needed
Key Relationships:
Key relationships throughout the Company including:
• CEO
• Finance/Reporting
• Sales
• Marketing
• Product Development and Management
• Global Supply Chain
Skills & Competencies:
• Fast learner
• Detail-oriented and thorough in execution
• Clear, succinct, and professional oral and written communication
• Ability to prioritize tasks effectively and develop and implement creative solutions and systems
• Flexibility and adaptability to constantly changing environment and needs
• Possess a high energy level, integrity, and a strong work ethic
• Self-starter and pro-active approach to all tasks
• Some travel for company events as requested
• Calm demeanor when problem-solving new challenges
Education & Experience:
• Bachelor’s/Associate’s Degree
• A minimum of 5 years related work experience
• Previous administrative experience in a professional and fast-paced environment and publishing, education, film, other creative, technology or service oriented field
• Microsoft Office Suite (including: Word, Excel, PowerPoint) and deep engagement with Email and Outlook
• Working knowledge and interest in budgets and general project management
Physical Requirements:
• Might be in a stationary position for a considerable time (sitting and/or standing)
• The person in this position needs to move about inside the office to access file cabinets, office machinery, etc.
• Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer
• Must be able to collaborate with colleagues via face to face, conference calls, and online meetings
*This is a position is a temporary-to-regular opportunity located in New York, NY.
**This is full-time opportunity is billed through a third party vendor.
ABOUT US:
Houghton Mifflin Harcourt (NASDAQ:HMHC) is a global learning company dedicated to changing people’s lives by fostering passionate, curious learners. As a leading provider of pre-K–12 education content, services, and cutting-edge technology solutions across a variety of media, HMH enables learning in a changing landscape. HMH is uniquely positioned to create engaging and effective educational content and experiences from early childhood to beyond the classroom. HMH serves more than 50 million students in over 150 countries worldwide, while its award-winning children's books, novels, non-fiction, and reference titles are enjoyed by readers throughout the world.
For more information, visit http://careers.hmhco.com
PLEASE NOTE:
Houghton Mifflin Harcourt is an equal employment opportunity employer and participates in E-Verify. All qualified applicants will receive consideration for employment and will not be discriminated against on the basis of gender, race/ethnicity, gender identity, sexual orientation, protected veteran status, disability, or other protected group status.