Senior Administrative Assistant

At Curriculum Associates (CA), we believe a diverse team leads to diversity in thinking, making our products better for teachers and students. If you read this job description, feel energized by what you see here, and believe you could bring passion and commitment to the role, but you aren’t sure you meet every qualification, please apply! Above all, we are looking for the right person!

This role will be hybrid with regular 3 days in CA’s N. Billerica, MA office. Additional days and locations may be needed for events and meetings. Travel to support offsite events estimated at 5%.

The Senior Administrative Assistant will provide administrative support to 3-5 executives as well as ensure efficient operation within the People & Culture team. The role will also serve as occasional receptionist in CA’s N. Billerica, Mass. office. The ideal candidate thrives in a fast-paced, collaborative environment, has a strong attention to detail, likes to connect teams and build culture, and is motivated by identifying and solving problems.

The Impact You'll Have:

• Manage calendars of 3-5 SVP and C-level executives, currently planned for Chief People Officer, Chief Inclusion Officer and SVP, Strategy
• Manage travel and booking expenses for 3-5 SVP and C-level executives
• Track and process POs, invoices, and contracts on time
• Coordinate with company’s other administrative assistants to plan and execute cross-functional meetings
• Collaborate on special projects, such as PowerPoint presentations, spreadsheet compilation, document proofing, and meeting materials preparation
• Monitor, screen, and respond in a timely manner to all internal/external communications
• Plan and execute special events both onsite and offsite, such as meetings, trainings, and celebrations to ensure that all details are well-managed and events run smoothly
• Lead and oversee small event planning across the team and within the company
• Prepare all materials for team meetings and ad hoc team meetings, as requested
• Prepare communications in coordination with leaders and communication owners by collecting content from all stakeholders, running the review process and populating templates
• Prepare all materials for regular People & Culture team meetings and ad hoc team meetings
• Prepare People & Culture newsletter and DEIB newsletter by collecting content from all stakeholders and populating template
• Provide backup support for day-to-day HR processes and related inquiries, including candidate and employee experience
• Provide backup support for other Sr. Administrative Assistants as requested
• Support special projects and day-to-day team processes and related inquiries
• Perform safety coordinator duties as needed
• Perform occasional Candidate Experience duties in Billerica to ensure all interview candidates coming to the facility are well-managed and assisted with their interview travel needs
• Responsible for Billerica receptionist duties during peak usage times

Who We're Looking For :

• Planning/organizing—an individual who prioritizes and plans work activities, uses time efficiently and develops realistic action and work plans
• Dependability—an individual who is consistently at work and on time, follows instructions, responds to management direction and solicits feedback to improve performance
• Interpersonal Skills—an individual who maintains confidentiality, remains open to others’ ideas and exhibits willingness to try new things
• Written Communication—an individual who edits work for spelling and grammar, presents numerical data effectively and is able to read and interpret written information.
• Oral communication—an individual who communicates positively in stressful or difficult situations
• Adaptability—an individual who adapts to changes in the work environment, manages competing demands and is able to deal with frequent change, delays or unexpected events
• Problem solving—an individual who identifies and resolves problems in a timely manner and gathers and analyzes information skillfully
• Quality control—an individual who demonstrates accuracy and thoroughness and monitors own work to ensure quality
• Scheduling—an individual adept at managing multiple calendars in fast-paced, ever-changing environment

Required Education and Experience:

• Bachelor’s Degree or equivalent experience
• Mininum of 7 years experience providing administrative support to C-level executives
• Experience with expense reimbursement and travel booking systems, Concur a plus
• Experience with scheduling executive calendars using MS Outlook
• Proficient with programs and applications like Microsoft Offi