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Administrative Assistant
McGraw-Hill Education
Irvine, CA, United States
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McGraw-Hill Education: We want YOU to be part of the way we’re changing learning.
Do you have a global perspective and are passionate about succeeding? If so, then let’s talk!
McGraw-Hill Education is a learning science company that delivers personalized learning experiences that help students, parents, educators and professionals drive results. McGraw-Hill Education has offices across North America, India, China, Europe, the Middle East and South America, and makes its learning solutions available in nearly 60 languages.
We have an opening for an experienced, innovative, strategic Administrative Assistantin our Irvine, CA office. Does this sound like you?
The Administrative Assistant will provide administrative and secretarial support to the ALEKS CPO and the ALEKS VP of Technical Product Management and other members of ALEKS senior leadership as needed. This position requires strong administrative and communications skills; a good understanding of corporate policies and procedures; the development of good rapport with executives and staff at all levels within the corporation; facility with using and learning software and technology products and applications.
Critical Functions:
• Manage day-to-day operations for the CPO and VP TPM
# Calendars (schedules meetings & circulates agendas)
# Monitors, organizes, reviews, and drafts communications including; phone calls, emails, letters, internal documents, tracks items that require attention.
# Prepares ad-hoc presentations, including use of PowerPoint, Word and Excel.
# Attends certain meetings, takes notes, and elucidates and disseminates key takeaways/next steps.
# Interacts with others throughout MHE on behalf of the CPO and the VP TPM.
# Handles and processes confidential information as necessary.
• Makes travel arrangements for the VP TPM and other members of SLT; codes, processes and submits travel expenses and department invoices in P2P; and assists with expense reporting on Concur.
• Coordinates all aspects of management and town hall meetings, off-site planning meetings, conventions, and conferences including travel arrangements, itineraries, catering, room reservation, telecommunications and audio-visual set-up, building access and security arrangements and assembling materials.
• Researches and responds to special requests from ALEKS senior leaders. Provides support when necessary to other ALEKS managers and staff on miscellaneous projects.
• Processes and Tracks SOW’s
# Facilitate contract management by partnering with DPG resource managers, vendors, procurement and contracts teams.
# Work with team and functional teams to ensure all documents have been effectively vetted and approved prior to execution by the parties.
# Stay current on knowledge and understanding of contracts, service issues and related business practices, and policies and procedures; and have the ability to apply this knowledge to both standard and non-standard contracts.
# Respond to inquiries regarding contract obligations and revisions, contract status and modifications, etc.
# Assist DPG resource managers and external vendors with PO management. Responsibilities include activities such as: creating requisition in P2P system, PO account coding, resolving issues with missing PO’s, increasing PO values. Assist vendors with invoice submission against the PO’s. Responsible for PO review process with resource managers to ensure that all terms and conditions of contracts have been complied with prior to PO close out. Assist Finance Manager with month end closing accrual process for outstanding PO liabilities.
• Other Required Accountabilities:
# Assists in new hires set-up; Interfaces with IT and other service functions on behalf of leaders supported.
# Coordinates with work of temporary or part-time staff as assigned.
• Reports to the Senior Executive Administrative Specialist and has a dotted line to the ALEKS CPO and the ALEKS VP of TPM.
• Bachelor's degree plus 3 years relevant experience OR an equivalent combination of training and relevant experience.
• Excellent communications and diplomatic skills with people at all professional levels.
• Strong technical proficiency using MS word, Excel, PowerPoint, Outlook, online meeting applications and other common applications typically utilized in an office environment.
• Experience making travel, meeting, and conference arrangements.
• Ability to multi-task and manage multiple priorities.
• Good team player who is willing to stay late at times in order to complete the tasks at hand.
• A person who can work hard and solve a wide range of problems/issues that will not be the same from day to day.
• Ensure security and maintain discretion of all confidential information.
Next Steps:
• If you’re interested in this position, submit your resume.
• We’ll review your resume, and if you might be a match, we’ll contact you.
• After our first conversation, you may be invited to interview with others at McGraw-Hill Education. This is your time to shine!
• If you’re eager, dynamic and ultimately a good fit, you’ll be afforded the opportunity to change the future of education.
Join a team of those who want to make a difference in education, are intellectually curious and have integrity! We can offer a means for you to achieve the goals you want to accomplish in your career. Please apply – right now – we can’t wait to meet you!
McGraw-Hill Education is an EOE/Male/Female/Disability/Veterans/Sexual Orientation/Gender Identity. Only electronic job submissions will be considered for employment. For special accommodation due to disability, please email TalentAcquisition@mheducation.com and your request will be forwarded to the appropriate individual.