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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 iniduals 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.