Executive Administrative Assistant at Ascend Learning, Inc. in Burlington, Massachusetts

Job Description:

We Impact Lives Through Purpose-Driven Work in A People First Culture

Ascend Learning is the connection between a powerful portfolio of brands serving students, educators, and employers with outcomes-based, data driven solutions across the lifecycle of learning.

Our values-driven culture unifies our teams and inspires a mindset of action, innovation, and collaboration, with a relentless focus on customers.

We're always looking for talented, passionate professionals to join us in our mission to help change lives. If this sounds like an environment where you'd thrive, read on to learn more.

Ascend Learning leads the way in innovation and solution creation to improve outcomes and deliver results for students, educators, and healthcare workers in the ever-changing field of healthcare. We offer advanced resources that drive nursing success, empower front-line certified allied health workers, help physicians pass boards and stay current, and provide education management tools for medical education programs.

WHAT YOU'LL DO

This position provides executive level administrative support by serving as the primary point of contact for internal and external constituencies on all matters pertaining to senior level executives. The role completes a wide variety of administrative tasks for senior level executives and may perform office management duties.

WHERE YOU’LL WORK

This position will work hybrid out of our Burlington, MA office.

HOW YOU’LL SPEND YOUR TIME

• Complete a broad variety of administrative tasks for the executive including managing daily calendars and meetings, ensuring time management, and reducing conflicts, completing detailed expense reports, preparing correspondence, itineraries, and agendas, arranging complex travel arrangements, adding travel segments to Outlook, and compiling documents for travel-related meetings.


• Schedule meetings and/or conference calls ensuring thorough details regarding the logistics of the meeting are provided to participants and the logistics are set up, including video conferencing as well as teleconferencing equipment.


• Schedule bi-weekly virtual and quarterly in-person team meetings. Compile topics and agendas, schedule in-person logistics and meals, take meeting minutes, and attend virtual meetings. Occasionally, attend quarterly in-person meetings.


• Research, prioritize, and follow up on incoming issues and concerns addressed to the senior executive and determine appropriate courses of action, referrals, or responses. Provide a bridge for smooth communication between the executive's office and internal departments.


• Work closely and effectively with the executive to keep him or her well informed of upcoming commitments and responsibilities, following up consistently and appropriately. Additionally, communicate their view on current policies or issues required to work independently while using judgment or discretion.


• Complete critical aspects of deliverables with a hands-on approach, including advanced drafting of communications, and other activities that will successfully facilitate the executive’s ability to effectively lead the company.


• Ensure that office procedures and policies are followed.


• Plan, organize and execute the logistics and finer details for various off-site and team meetings, working sessions, dinners, and large-scale events for the senior executive team and training sessions. Occasionally, attend/travel to events to research venues, execute contracts, work on event planning specifics and needs.


• Handle simple external requests and route to the correct individual.


• Understand and use the technology Ascend Learning provides and handle confidential information with discretion.


• Screen incoming and outgoing mail.


• Plan and organize workspace options for employees.


• Apply modern technologies to improve productivity for the SLT


• May monitor the budget and office supply levels to determine cost-savings and initiate corrective action.

WHAT YOU'LL NEED

• Associate’s degree or equivalent years of experience supporting C-level executives


• Bachelor’s degree preferred


• Three+ years of administrative experience


• High level of professionalism, discretion and confidentiality while maintaining a positive and open presence


• Superior communication, presentation, organization, multi-tasking and problem-solving skills


• Focus on delivering results and making a positive impact on the workplace


• Ability to interact with all levels of the organization, respond well to pressure, be resourceful and efficient, and maintain a high level of professionalism and confidentiality.


• Expert level written and verbal communication skills, strong decision making ability and attention to detail


• Demonstrated sense of urgency while working independently on short and long term assignments


• Knowledge of coding, approving, and auditing expense reports, purchase orders, invoices, and related documents with the invoicing system in a timely manner on behalf of the SLT member.


• Partner with the Burlington Executive Assistant Team to brainstorm, plan, and execute monthly ‘Community Days’ for local office employees to drive our cultural engagement, themed company events, and collaboration.


• Partner with external executive search firms to schedule high-level, confidential, executive interview candidates to meet with SLT members and Board Members. Occasionally assist with a candidate’s travel.


• Knowledge of point-of-contacts for support functions of assigned area, for example, HR, payroll, purchasing, facilities, and travel


• Ability to operate office equipment for assigned area including routine maintenance and troubleshooting, for example, changing toner cartridges in printers and copy machines and dislodging paper jams


• Ability to compose and proof correspondence which reflects the professionalism associated with Ascend


• Ability to maintain privacy and confidentiality


• Proficient with Microsoft Office tools (Outlook Word, Excel, and PowerPoint)

BENEFITS

• Flexible and generous paid time off


• Competitive medical, dental, vision and life insurance


• 401(k) employer matching program


• Parental leave


• Wellness resources


• Charitable matching program


• Hybrid work


• On-site workout facilities (Leawood, Gilbert, Burlington)


• Community outreach groups


• Tuition reimbursement

Fostering A Sense of Belonging

We seek out and celebrate all people and perspectives and cultivate an inclusive culture where everyone can thrive, feel valued and be their authentic selves. Our culture is firmly rooted in the belief that by embracing our differences and drawing on diverse perspectives, we are a stronger, more innovative, and more successful organization where employees experience a sense of belonging.

About Ascend Learning

As a tech-enabled services company, Ascend Learning is a national leader in developing and delivering data-driven online educational content, software, assessments, analytics, and simulations serving institutions, students and employers across healthcare, fitness and wellness, public and workplace safety, skilled trades, insurance, financial services, cybersecurity, and higher education. We're committed to accelerating the learning pathways that can move people into careers where they have the knowledge and skills to have an impact and help change lives in the communities they serve. Headquartered in Burlington, MA with additional office locations and hybrid and remote workers in cities across the U.S., Ascend Learning was recognized by Newsweek and Plant-A Insights Group as one of America's 2023 Greatest Workplaces for Diversity.

Ascend Learning, LLC is proud to be an equal opportunity employer (M/F/Vets/Disabled). No agency or search firm submissions will be accepted. Applications for U.S. based positions with Ascend Learning, LLC must be legally authorized to work in the United States and verification of employment eligibility will be required at the time of hire.

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Administrative Support

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