Executive Assistant

Macmillan Learning is seeking a dynamic and highly organized Executive Assistant to join our fast-paced, forward-thinking team. This key role requires someone who is not only proactive and detail-oriented but also a strategic thinker and problem solver. The ideal candidate will serve as a trusted partner to senior leadership, seamlessly managing schedules, communications, and priorities to enable executives to focus on driving the company's vision forward.

As an Executive Assistant, you will directly support the CEO and certain members of the Senior Leadership team. You will be a proactive multi-tasker and creative problem solver that has the adaptability to tackle challenges, both big and small, even when they all seem to materialize at once. We are looking for someone that is invested in understanding the priorities of the company and the executives they support, so they can successfully navigate fast paced, and sometimes unpredictable days. You will be an integral key to keeping our leadership team organized, and will serve as a calming force through high stress situations. If you excel at collaborating with leaders and seeing around corners to anticipate needs.

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:

• Management of calendars for complex schedules, serving as a gatekeeper for the executives' schedules and time. Book and plan travel including emergency changes, handling expense reimbursements regularly.
• Organizing and supporting C-level executive meetings, both in-house and offsite, on a regular basis, as well as special meetings for strategic planning and other purposes.
• Serve as project manager for various cross functional initiatives requiring organization of activities, including but not limited to communication and monitoring of milestones to ensure smooth and effective execution.
  
  
  
  • Venue Management: Research and booking of appropriate spaces to accommodate meetings and events.
  • Logistical Support: Handling logistics such as catering, audio-visual requirements, and the preparation and distribution of meeting materials.
  
  
  
  
• Organize information for executives for various purposes, including creating presentation drafts, assembling materials for review, sourcing articles or other external information needed by executives.

Required Qualifications:

• 3+ years' experience supporting C-level executives.
• Excellent proactive organizational skills.
• Excellent diplomatic communicator in both written and verbal communications.
• Proven ability to maintain highly confidential and sensitive information.
• Ability to learn new systems quickly, e.g., expense, time keeping, performance management systems.
• Project management experience.

Preferred Qualifications:

• Microsoft Office and Google Suite.
• Project management certification.
• Experience with AI tools.

Exemption Status: Non-Exempt

Physical Requirements:

Requires periods of close concentration; ability to multi-task; ability to sit for long periods; ability to concentrate in noisy/busy environment; able to travel occasionally; able to work overtime when needed.

This role is based in Austin, TX, with a requirement to be in the Austin office at least Mondays through Thursdays. This role requires flexibility for events or activities on weekends, typically happening around once per quarter.

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 macmillanlearning.com, join our Macmillan Community, stay connected to our Learning Stories blogs, or see us on LinkedIn, Facebook, or X. 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. You can read more about our Diversity, Equity, & Inclusion initiatives here.

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.