• Executive Assistant

    Location US-CA-Thousand Oaks
    Posted Date 2 weeks ago(7/2/2018 6:45 PM)
    Req #
    # Positions
    Sales (US) - Inside Sales
  • Overview

    Provide administrative support for the Vice President, College Sales; and limited support or cross departmental issues for the National Sales Manager, Institutional Sales, District Sales Managers  and College Sales Operations Manager.


    Tasks will include managing the calendar, travel arrangements and expenses for the VP, setting up meetings, circulating agendas, capturing actions and following up on these, supporting payroll management and other similar administrative tasks and support on ad hoc projects.


    Position routinely deals with 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.

    Essential Job Functions & Responsibilities

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


    Meeting Management, Participation and Follow Up.The VP(CS) chairs or participates in a number of regular weekly or monthly meetings.  For meetings chaired by the VP(CS), 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 VP(CS) plan the agenda for the meeting.  This may include soliciting attendees for agenda items, discussing items with the VP(CS), keeping a list of possible topics and presenting that list to the VP(CS) 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 VP(CS).
    • 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 aaccurate minutes, identify action items without significant involvement from the VP(CS)  after the meeting, and follow up with each action item owner to ensure that items are completed.
    • For meetings the VP(CS) attends, check with the VP(CS) at the completion of each meeting or each day for specifc action items (for the VP(CS)  or for staff) and work with the VP(CS) to ensure that all action items are completed. 
    • The above tasks may apply to other ad hoc or recurring meetings.  Examples of other recurring meetings are 1-1 meetings with management or colleagues.  Ad hoc meetings can range from small one-off discussions to extensive off-sites involving 50+ attendees.
    • The VP(CS) chairs or participates in a number of meetings that require read aheads.  When the VP(CS) chairs those meetings, this position will have to collect, collate and post all read aheads. 

    Department Projects

    • Help plan Winter and Summer National Sales Meetings as well as Leadership Council and other meetings as they come up.
    • Manage and oversee bundle process. Handle special priced bundles and work with ebooks team on suppression.Work interdepartmentally as needed and play leadership.
    • Act as liaison for new hires with IT, new staff, manager. Make travel arrangements when needed to support new staff.
    • The department undertakes a significant number of ad-hoc projects each year.  As our business changes and evolves, we have to change and enhance our services.  These projects help ensure we do that.  This position will help the VP(CS) plan and track all department projects.


    Administrative Support to the VP(CS)

    • Daily calendar coordination and management.  Reschedule conflicting meetings as required.
    • Monitor task deadlines and complete in a timely manner.
    • Expense Reports: Complete expense reports after each trip.  Help approve expense reports for reports to the VP(CS).
    • Track attendance and travel in the department; under the direction of the VP(CS) help approve time sheets each week.
    • Process check requests and other documents requiring signature to and from the VP(CS).
    • Know when the VP(CS) is traveling; help with plans as needed and coordinate daily calendar around trips.

     Additional Duties

    • Provide internal and external customer service and act as the liaison between the VP(CS) 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 VP(CS) or Departmental Directors.

    Qualifications & Education

    • Bachelor’s Degree preferred.
    • 5 years experience as an Administrative Assistant required
    • Previous experience directly supporting an Executive preferred
    • Previous proven experience working in a fast paced, time sensitive, customer-service oriented environment with continually changing priorities.
    • Strong computer skills and high level of proficiency including all Microsoft products, Outlook, Word, Excel, Sharepoint, PowerPoint, etc., and strong ability to conduct internet research required.


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