SAGE

Executive Assistant

US-CA-Thousand Oaks
2 weeks ago
Req #
17-4830
# Positions
1
Category
Editorial (US) - Editorial Journals

Overview

Provide administrative support for the Senior Vice President (SVP), Journals Editorial; the HSS and STM Directors; and limited support for other Journals Editorial Department members as requested by the SVP.  Support includes managing calendars and scheduling meetings, managing to-do lists, producing and distributing the department monthly report, helping maintain the department SharePoint and Confluence sites, and other administrative tasks such as processing expense reports, check requests and calendar management.  Position routinely deals with highly confidential and sensitive information, and communicates with external parties and internal contacts at all levels of the company.  Effective independent judgment is required to plan, prioritize and organize a diversified time-sensitive workload.  This position works extensively in Microsoft Office products and strong skills in Outlook, Excel and PowerPoint are mandatory.

Essential Job Functions & Responsibilities

The job functions include, but are not limited to, the following:

 

Administrative Support to the SVP and Directors

  • Daily calendar coordination and management. Reschedule conflicting meetings when they occur.
  • Help maintain a to-do list for the SVP and Directors. Understand daily and monthly department priorities.  Perform and complete administrative tasks on behalf of the SVP or Directors whenever possible.
  • Book travel (flights, hotels, cars, conference registration) for SVP and Directors. Help coordinate some travel appointments for the SVP.
  • Expense Reports: Complete expense reports after each trip. Possibly, help approve expense reports for departmental staff.
  • Approve time sheets each week
  • Compile department out-of-office dates and populate in manager calendars via Outlook
  • Coordinate annual and mid-year bonus forms for signature from director and SVP, deliver to HR by deadline.
  • Coordinate annual performance appraisal forms for signature and delivery to HR.
  • Communicate to the Executive office when Journals Editorial is hosting an Editor or Society.
  • Understand SAGE’s global business calendar and help the SVP and Directors coordinate, oversee and deliver annual projects as each year progresses.
  • Coordinate numerous ad-hoc departmental projects, many of which require gathering input from multiple staff members.
  • Manage the weekly communication to the global department
  • Submit tickets on behalf of the Journals Editorial department to IT and Facilities when needed
  • Work with directors and SVP to plan an annual holiday lunch and team builder
  • Monitor both department suggestion boxes (email and physical).
  • Distribute birthday cards to staff.
  • Track mifi units for the department.
  • Act as strategic partner. Attend and contribute to strategy-formation meetings, record and distribute notes and action items, anticipate and prepare for consequences of decisions, assist in the implementation of departmental initiatives on a global level.

 

Meeting Management, Participation and Follow Up

  • The SVP chairs or participates in a number of regular weekly or monthly meetings. For meetings chaired by the SVP, this position’s responsibilities include:
  • Scheduling the meeting, inviting all attendees, booking and reserving rooms in the US, UK and other offices as needed, moving rooms or meeting times as needed, ensuring that all video or phone equipment is working at the start of the meeting, and, occasionally, providing food or drinks at the meeting for attendees.
  • Helping the SVP plan the agenda for the meeting. This may include soliciting attendees for agenda items, discussing items with the SVP, keeping a list of possible topics and presenting that list to the SVP each week or month for agenda setting, the ability to think about what topics should be presented at each meeting and suggest them to the SVP.
  • Taking minutes at each meeting, archiving the minutes, and most importantly, tracking action items from each meeting. This position is expected to be able to take nearly flawless minutes, identify action items without significant involvement from the SVP after the meeting, and follow up with each action item owner to ensure that items are completed.
  • Where necessary, helping the SVP prepare PowerPoint presentations for each meeting. This position will need to have excellent PowerPoint skills.
  • For meetings the SVP attends, check with the SVP at the completion of each meeting or each day for specific action items (for the SVP or for staff) and work with the SVP to ensure that all action items are completed.
  • The SVP chairs or participates in a number of meetings annually that require read aheads. When the SVP chairs those meetings, this position will have to collect, collate and post all read aheads.  When the SVP participates in these meetings, this position may have to help prepare specific read aheads by pulling data out of reports and synthesizing it into an appropriate display, or in other TBD ways, and help the SVP submit or post final readaheads.

 

Reporting and Tracking

  • This position will be responsible for sending monthly email reminders to report stakeholders for various monthly reports.
  • Work closely with the Senior Editorial Analyst on timing and delivery of reports to the SVP by the first of every month.  This position will have to be fluent with Excel to complete this report satisfactorily.
  • Assist the SVP with compiling an annual end-of-year report
  • This position may maintain our department SharePoint and Confluence sites, which archive important documents including:
  • Requests for Proposals that we receive from prospective clients.
  • Multiple profit and loss statements
  • Proposals and presentations for new business.
  • Resource and reference documents to help staff with their daily tasks, such as training manuals, talking points for specific issues, or links to valuable websites.

 

Additional Duties

  • Be a leader among the assistants in the department. Help mentor other assistants; develop capability to help train new staff, if needed.
  • Work with Facilities and IT to set up newly hired employees.
  • Provide internal and external customer service and act as the liaison between the SVP and members of the Senior Management team.
  • Retain solid working knowledge of the company’s organization, policies, procedures, practices and personnel.
  • Strong organization skills and ability to multi-task and work with minimal supervision as well as possess a high degree of professionalism and strong ability to maintain the utmost confidentiality of confidential and sensitive material.
  • Other matters as assigned by the SVP or Directors.

Qualifications & Education

Any combination equivalent to, but not limited to, the following:

 

  • Bachelor’s Degree preferred.
  • 3-5 years’ experience as an executive assistant preferred. Experience as an executive assistant or a similar support role balancing a diversified administrative workload required.
  • Previous experience working in a fast paced, time sensitive, customer-service oriented environment with continually changing priorities.
  • Strong computer skills and proficiency including all Microsoft products, Outlook, Word, Excel, SharePoint, PowerPoint, etc., and strong ability to conduct internet research.

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