Executive Assistant

Macmillan Learning is looking for an Executive Assistant in their New York, NY office. The Executive Assistant will directly support specific members (3-4) of the Executive Leadership team. This person's responsibilities will include managing the schedules and calendars of each executive leader, coordinating and managing team and cross-functional meetings in the New York office, as well as serve as the office manager coordinating with central services and maintaining week-to-week functions of the office. Specifically, we are seeking an individual who demonstrates initiative managing the time of the executives and helping leaders deliver on their commitments. Growth in the position will include opportunities to manage projects and initiatives at the direction of the executive team and the position includes exposure to the broader workings of the organization.

Studies have shown that women and people of color are less likely to apply for jobs unless they believe they can perform every job description task. We strongly encourage and welcome applications from individuals of all backgrounds, including women and people of color, to apply for this role. We're eager to meet people that believe in our mission and can contribute to our team in a variety of ways - not just candidates who check all the boxes. We believe in fostering a diverse and inclusive workplace, and we recognize that unique perspectives and experiences contribute to the strength of our team. If you are interested in applying, we encourage you to think broadly about your background and skill set for the role. We value your potential, and we are committed to providing a supportive and inclusive environment where all individuals can thrive and contribute their best.

Major responsibilities include, but are not limited to:

• Coordinate and provide support for Executive meetings, both regularly scheduled meetings on a monthly or weekly basis and special occasional meetings for strategic planning and other purposes.
• Coordinating the logistics for meetings and events such as: booking space/location, ordering food, Audio Visual needs, copying and distribution of materials.
• Manage and/or lead for various cross functional initiatives requiring documentation and logistical direction of activities over defined periods, including but not limited to communication, tracking, and meeting coordination around milestones.
• Administrative responsibilities including managing calendars, scheduling calls, appointments, meetings and visitors. Serve as contact and coordinator for the executives' schedules and time. Book and plan travel including changes and emergency changes.
• Organize information for executives for all purposes, including creating PowerPoint preparations, assembling external materials for review, providing summary information on external visitors, sourcing articles or other external information needed by executives.
• Gather and analyze data from various systems including simple budget management tasks.
• Assist with managing budgets in the system.
• Office manager responsibilities may include but are not limited to:
  
  
  
  
  • Seat assignments for hybrid work arrangement
  • Maintaining updated floor maps
  • Fielding incoming mail
  • Ordering team lunches
  • Replenishing office supplies and snacks
  • Coordinating visitors and badges for employees with central services and building management
  • Liaising with facilities on any necessary repairs or maintenance to the office space
  
  
  
  

Required Qualifications:

• Bachelor's Degree or equivalent professional experience required.
• 2+ years of experience supporting executive level staff or related job experience.
• Proven experience with being proactive and detail-oriented with organizing.
• Excellent verbal and written communication skills in a professional setting.
• Working experience with Microsoft Office and/or Google Suite tools especially data analysis and presentation software.
• Ability to learn new systems quickly, e.g., expense, time keeping, performance management systems.
• Experience with budget management.
• Experience managing detailed projects.

Preferred Qualifications:

• Experience with basic data analysis.
• Experience with Google Analytics or SalesForce.

Salary Range: $60,000 - $70,000

Exemption Status: Non-Exempt

Physical Requirements:

Requires periods of close concentration in a sometimes busy and open office; must be able to multi-task.

This role is NYC based, with a requirement of 3 days in the office.

Benefits

Regular full-time and qualifying part-time employees and their dependents are eligible for Macmillan benefits, effective on the employee's date of hire. Macmillan also offers health benefits coverage to qualifying same-sex and opposite-sex domestic partners (may require additional documentation) of active employees.

• Competitive pay and bonus plan
• Generous Health Benefits (Medical, Dental, Vision)
• Contributions to your 401k retirement account through Fidelity
• Generous paid time off, sick time, floating holidays, and paid holidays (Spring Reset Day , Juneteenth, Indigenous People's Day, Election Day, and more!)
• Employee Assistance Program, Education Assistance Program
• 100% employer-paid life and AD&D insurance
• And much more!

Macmillan Learning is a privately-held, family-owned company that inspires what's possible for every learner. We envision a world in which every learner succeeds. Through our content, tools and services, we aim to make that a reality. To learn more, please visit , join our , stay connected to our , or see us on , , or . Macmillan Learning is a division of the Holtzbrinck Publishing Group, a global media company headquartered in Stuttgart, Germany.

We are an Equal Opportunity Employer. We are actively seeking job applicants who reflect a broad representation of differences, including race, ethnicity, religion, sex, sexual orientation, gender identity/expression, physical ability, neurodiversity, age, veteran, family and economic status and background, geographical background and status, and perspective. We believe that the best companies reflect the incredible diversity in viewpoints, backgrounds, and identities of the world in their staffs, and are committed to inclusive hiring across departments and levels.

The successful candidate for this position will be an employee of Bedford, Freeman & Worth Publishing Group, LLC d/b/a Macmillan Learning. Bedford Freeman & Worth Publishing Group, LLC has developed an affirmative action program in compliance with the NY Department of Education's guidance. Portions of the affirmative action program are available for review by applicants and employees by contacting Human Resources at Macmillan Learning.