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Executive Administrator-Chief of Staff

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Date: May 11, 2019

Location: New York, NY, US, 10016

Company: Houghton Mifflin Harcourt

Job Requisition ID: 15207

Additional Locations: 

Primary Accountabilities:  

  • Intensive outlook calendar coordination and meeting and travel scheduling, prioritizing and communication
  • Attend meetings, take notes, and distribute agendas and relevant documents
  • Organize and schedule travel special events, mailings, car services, etc.
  • Understand and manage Executives needs and challenges for team and beyond as they arise
  • Understand people, projects and needs for Heinemann and be able to communicate professionally and effectively by email, phone, and messaging
  • Liaise and communicate with key stakeholders across the Company
  • Meet and greet visitors as needed and direct them to the appropriate meeting and/or person
  • Facilitate in organizing and setting up rooms and needed equipment for meetings, including the preparation of required materials and technology, meals etc.
  • Prepare and review expense reports in a timely fashion, especially with heavy travel schedule
  • Create, direct and/or review PowerPoint presentations and Excel spreadsheets as needed
  • Proofreading/copy editing as needed
  • Maintain technology tools and filing systems for Executive

Team Support

  • Build relationships
  • Organize quarterly in-person and virtual biweekly leadership team meetings
  • Work closely with team members on departmental events and projects
  • Additional support activities as business necessitates 

Skills & Competencies:

  • Detail-oriented and thorough in execution
  • Clear, succinct, and professional oral and written communication
  • Ability to prioritize tasks effectively and develop and implement creative solutions and systems quickly
  • Flexibility and adaptability to constantly changing environment and needs
  • Possess a high energy level, integrity, and a strong work ethic
  • Self-starter and pro-active approach to all tasks
  • Some travel for company events as requested
  • Calm demeanor and highly collaborative problem-solving and taking on new challenges
  • Advanced used of office technologies (WebEx, Outlook, Power Point etc.)

Education & Experience:

  • Bachelor’s/Associate’s Degree or equivalent experience
  • A minimum of 5 years related work experience, preferably at the Executive level
  • Previous administrative experience in a professional and fast-paced environment preferably in a publishing, education, film, other creative, technology or service oriented field
  • Microsoft Office Suite (including: Word, Excel, PowerPoint) and deep engagement with Outlook
  • WebEx
  • Working knowledge and interest in budgets and general project management

*This position can be flexible Monday-Thursday.


Physical Requirements:

  • Might be in a stationary position for a considerable time (sitting and/or standing)
  • The person in this position needs to move about inside the office to access file cabinets, office machinery, etc.
  • Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer
  • Must be able to collaborate with colleagues via face to face, conference calls, and online meetings

For nearly two centuries, HMH Trade Publishing has published some of the world’s most renowned novels, nonfiction, children’s books, and reference works. As part of a leading global learning company, it is uniquely positioned to offer educational and entertaining content for all audiences. Its distinguished author list includes ten Nobel Prize winners, forty-eight Pulitzer Prize winners, fifteen National Book Award winners, and more than one hundred Caldecott, Newbery, Printz, and Sibert Medal and Honor recipients. HMH publishes such distinguished authors as Tim O'Brien, Natasha Trethewey, Paul Theroux and Amos Oz, and a celebrated roster of children’s authors and illustrators including Kwame Alexander, Lois Lowry, and Chris Van Allsburg. HMH is also home to The Best American series®; The Whole30®, Weber Grill, Betty Crocker®, Better Homes and Gardens®, How to Cook Everything®,  and other leading lifestyle properties; the Peterson Field Guides®; CliffsNotes™; books by J.R.R. Tolkien; and many iconic children’s books and characters, including Curious George®, The Little Prince, and The Polar Express. HMH Productions, its newly launched division, develops and produces media and licensed products related to brands such as Carmen Sandiego and Oregon Trail.  

Houghton Mifflin Harcourt (NASDAQ:HMHC) is a global learning company dedicated to changing people’s lives by fostering passionate, curious learners. As a leading provider of pre-K–12 education content, services, and cutting-edge technology solutions across a variety of media, HMH enables learning in a changing landscape. HMH is uniquely positioned to create engaging and effective educational content and experiences from early childhood to beyond the classroom.  HMH serves more than 50 million students in over 150 countries worldwide, while its award-winning children's books, novels, non-fiction, and reference titles are enjoyed by readers throughout the world.  For more information, visit  

Houghton Mifflin Harcourt is an equal employment opportunity employer and participates in E-Verify. All qualified applicants will receive consideration for employment and will not be discriminated against on the basis of gender, race/ethnicity, gender identity, sexual orientation, protected veteran status, disability, or other protected group status.

Nearest Major Market: Manhattan
Nearest Secondary Market: New York City

Job Segment: Copy Editor, Proofreading, Media Publishing, Book Publishing, Creative, Publishing