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19 Jan 2024

Full-Time Executive Assistant

Houghton Mifflin Harcourt – HMH – Posted by remotejobsninja United States

Job Description

Title: Executive Assistant

Location: US

Remote-Work can be done in any state in the U.S. **Candidates located in the Pacific Time Zone highly preferred**

Primary Accountabilities:

• 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 Executive Level Leadership needs and challenges for team

• Ability to communicate professionally and effectively by email, phone, and messaging

• Liaise and communicate with key stakeholders across the Company

• Facilitate in organizing and setting up meetings, including the preparation of required materials and technology, meals etc.

• Prepare and review expense reports in a timely fashion,

• Create, direct and/or review PowerPoint presentations and Excel spreadsheets as needed

• Proofreading/copy editing as needed

• Maintain technology tools and filing systems for Executive Team Support

• Build relationships with Leadership’s direct reports, HMH administrators and provide ad hoc support to various individuals and/or teams

• Organize quarterly in-person and virtual weekly leadership team meetings

• Work closely with team members on departmental events and projects

• Additional support activities as business necessitates

• Work with facilities on office management related matters

• Work with IT, facilities, and HR for onboarding new staff

Skills & Competencies:

• 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 quickly

• 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

• Calm demeanor and ability to manage stressful situations with grace and composure

• Highly collaborative problem-solving skills and enthusiasm for taking on new challenges

• Advanced knowledge of office technologies

Education & Experience:

• Bachelor’s/Associate’s Degree or equivalent experience

• Minimum of 3 years related work experience (5+ years related work experience preferred)

• Previous administrative experience in a professional and fast-paced environment

• Microsoft Office Suite (including: Word, Excel, PowerPoint) and deep engagement with Outlook

• WebEx and Concur

• 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.

• The person in this position may need to lift boxes or carry items related to events and catering

• 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, online meetings and travel up to 10% when needed

Salary: $30/hr. – $31.75/hr.

Job Categories: Remote Virtual Assistant Jobs. Job Types: Full-Time.

Job expires in 14 days.

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