Administrative Assistant, Part-Time Temporary - Remote

Overview

The primary purpose of this temporary position is to offer comprehensive administrative support to various leadership positions within Corwin, including sales, editorial, learning, and marketing.

Temporary part-time 25-30 hours per week.

Essential Job Functions & Responsibilities

• Assist the leadership team in preparing slides and materials for company-wide meetings, ensuring their effectiveness and professional presentation.
• Manage sales team in boxes and appropriately route messages to the relevant teams to facilitate effective communication and responsiveness.
• The nature of the work performed by this position involves providing comprehensive administrative support within departments such as editorial, marketing, and sales.
• This position interacts with internal colleagues, external business customers, authors, and vendors, aiming to provide administrative support, facilitate communication, ensure smooth operations, and maintain positive relationships.
• Collaborate with the finance department to request Purchase Orders (POs) when necessary, adhering to budgetary guidelines and processes.
• Oversee all administrative and onboarding aspects of the author consulting program, including CRM updates, tax information/collection, contracts, and communication, ensuring compliance and smooth operations.
• The level of supervision received by this position may vary but typically includes guidance, priority setting, and alignment with organizational goals from department heads, executives, or senior leadership.
• While not directly responsible for budgetary, cost, profit, production, or maintenance aspects, this position may contribute to cost-effective practices and adhere to financial guidelines.
• Provide support in event management for internal meetings and small events, contributing to their successful organization and execution.
• Support the distribution of author gifts and awards to maintain positive relationships and recognize achievements.
• The end results expected from this position include efficient administrative processes, well-organized meetings, accurate reporting, successful support for author programs, effective communication with internal colleagues, external business customers, authors, and vendors.
• Create presentation materials and documentation to support leadership in internal needs, such as meetings, reports, and presentations.
• The size of the staff supervised or supported by this position may vary, but the primary focus is on providing assistance to leadership roles within Corwin, including executives, department heads, and other managerial positions.
• Schedule and coordinate meetings, including preparing agendas, taking notes, and updating meeting documents as required.
• Book travel arrangements for executive team members, ensuring efficient and cost-effective travel logistics.
• Planning and organizing skills are essential for tasks such as coordinating meetings, managing calendars, organizing documentation, supporting events, and prioritizing tasks.
• Maintain and update calendars for internal executives, ensuring accurate scheduling and coordination of appointments and events.
• Manage reporting systems and team Key Performance Indicators (KPIs) on an ongoing basis to track and analyze performance.
• This position oversees the workflow of others to some extent, particularly in coordinating meetings, managing schedules, and delegating tasks within the administrative support function.
• In addition to daily responsibilities, there may be longer-range project goals, such as process improvements, implementing new systems or tools, or participating in cross-functional initiatives.
• Handle reimbursements and expense approvals for authors, consultants, and team members, ensuring timely and accurate processing.
• Oversee employment appreciation efforts, such as staff birthdays and holiday gifts, to foster a positive work environment.
• Provide comprehensive administrative support to editorial, marketing, and sales teams, ensuring smooth operations and efficient workflows.
• Manage the internal phone list and staff directory, ensuring up-to-date and accurate contact information.

These essential job functions serve as a guide for developing performance goals and aligning them with the performance management system. The focus is on achieving desired outcomes, rather than solely on the specific methods used to accomplish the functions.

Qualifications & Education

These additional responsibilities are not essential to the core functions of the position but can contribute to the overall effectiveness and growth of the individual and the organization.

• Provide support and assistance to other departments or teams with