Macmillan is a group of media companies in the United States held by Verlagsgruppe Georg von Holtzbrinck, based in Stuttgart, Germany, which publishes a wide range of books, magazines, and digital products for the consumer and education markets. Our American publishers include Farrar, Straus and Giroux, Henry Holt & Company, W.H. Freeman and Worth Publishers, Palgrave Macmillan, Bedford/St. Martin’s, Picador, Roaring Brook Press, St. Martin’s Press, Tor Books, Hayden McNeil, i>clicker, Macmillan Children’s Group, Macmillan Audio and Bedford Freeman & Worth Publishing Group. We are an Equal Opportunity Employer.
We have an immediate opening at our distribution facility in Gordonsville, VA for an Executive Assistant. As an Executive Assistant, responsibilities will include providing comprehensive, confidential, and professional administrative support services to VPs in all aspects concerned with the efficient and successful operation of MPS.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.
•Provide full administrative support service to VPs ensuring confidentiality at all times.
•Provide support for an extensive range of meetings-this will include preparing agendas, producing accurate meeting minutes, noting action points, and following up.
•Work independently to handle tasks timely.
•Produce reports and statistical analysis.
•Maintain calendars and coordinate appointments.
•Maintain a good working knowledge of the distribution operation to ensure effective and efficient support provision and workload.
•Greet visitors to the office and make necessary arrangements for such visits.
•Open and manage mail.
•Make travel arrangements and arrange reimbursement of expenses.
•Manage business correspondence of a highly confidential and sensitive nature including reports, major projects, etc.
•Draft routine correspondence for approval and signature.
•Review support processes and identify opportunities for implementing new systems or improving existing ones.
•Act as a key liaison between the VPs and other key parties, setting up meetings and maintaining good communications.
•Organize and administer staff events.
•Other duties as required.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
Education and/or Experience:
Associate’s degree (A.A.) or equivalent from a two-year college or technical school; understanding of administrative processes and systems or 1 to 2 years related experience and/or training as an Executive or Administrative Assistant supporting a high level position; or equivalent combination of education and experience. The ideal candidate will have an in-depth understanding of administrative processes and systems.
Key Performance Indicators:
•Accurate and efficient documentation, organization, and preparation.
•Production of timely and accurate meeting preparation and outcomes, including supply of minutes and action points.
•Consistently and effectively meets challenging goals and implements action plans to ensure the operation is fully supported.
•Proactively explores alternative solutions, identifies priorities and seeks more efficient ways for reaching outcomes that will support the objectives of the operation, ensuring that all data is maintained in an accurate, up-to-date and confidential manner.
•Delivers positive results in a timely manner and produces work of a consistently high standard, regularly measuring outcomes and adapting processes in line with departmental objectives and operational requirement.
• Outstanding communication skills, able to communicate confidently and effectively at all levels.
•Highly efficient minute-taker.
•Highly literate and proficient.
•Excellent presentation and organization skills.
•Great interpersonal skills, highly assertive manner.
•Exceptional demonstrable knowledge of Microsoft Office suite (including Word, Excel, and PowerPoint).
•Discreet manner, and is able to deal with confidential and sensitive information.
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals, compute rate, ratio and percent and to prepare and interpret bar graphs.
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is frequently required to sit, talk, or hear; use hands to finger, handle, or feel objects, tools, or controls, or reach with hands and arms. The employee is occasionally required to stand, walk, and climb stairs.
The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus.
Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Must be capable of
1. Technical Competence/Achievement Orientation:
Uses technical / job knowledge and experience, incorporating functional skills and broad based business knowledge, to meet and exceed job requirements / customer expectations. Up-to-date and disciplined, able to generate and present high quality, relevant and usable job-related information. Efficiently manages workload and projects within set timelines and to agreed budget, achieving set objectives. Assimilates and applies new job-related information in a timely manner.
2. Relationship Building/ Teamwork (incorporating Communication, Influencing & Collaboration)
Builds effective relationships through positive communication that motivates and influences others. A valued team member actively involved in achieving team objectives. Works cooperatively and flexibly with other members of the team. Effectively communicates relevant ideas or details of events in a way that enhances relations in the work environment. Successfully influences others to accept and support an idea/proposal/plan.
3. Problem Solving
Takes initiative to identify current and potential problems and determines the best possible solution. Involves and/or manages the people and resources required. Identifies the cause of problems and key issues through investigation; identifies effective, logical and practical solutions. Makes decisions in a timely manner and evaluates their effectiveness.
4. Personal Effectiveness and Professionalism
Maintains a professional attitude and approach to work. Takes an ethical approach to internal and business relationships. Is aware of compliance and regulations as a framework for business activities. Produces consistent results both professionally and personally. Use of initiative and a proactive approach with drive to make a contribution. Focuses on achieving positive results contributing to team goals and the overall success of the business.
5. Managing Complexity (incorporating change management and flexibility)
Is able to work effectively in a highly complex, diverse, changing environment. Changes own behavior in order to deal with changing circumstances. Maintains a high level of performance under conditions of increased pressure, competition and adversity. Achieves results by setting goals using quality planning, analysis and decision making skills. Adapts and copes successfully with changing circumstances. Structures activities within an established time frame, following up on details in order to achieve maximum effectiveness.
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