Oxford University Press
Posted: March 14, 2019
New York CityNYUSA
Provides comprehensive administrative support accurately, proactively, and within established time-frames to ensure that the executives supported by this role can maintain focus on larger strategic, operational, and functional responsibilities. This person will support the President of OUP USA and related projects spanning the US offices as well as provide support to a limited number of other executives, while assuming a proactive “continuous improvement” approach to OUP USA office culture.
Administrative Tasks (40%)
- Provides administrative support by anticipating needs of the executives. This includes managing calendars, travel arrangements, processing invoices, expense reports, etc.
- Identifies operational issues and develop innovative processes to address them.
- Prepares PowerPoint decks for monthly staff briefings, drawing on and actively soliciting input from various OUP functions and staff and on occasion co-presenting the briefing with the President and/or other OUP staff.
- Anticipates, initiates, coordinates, and follows up on the Research Editorial department’s administrative activities and other special projects.
- Manages semi-annual honoraria payment system for the Press’s US Delegates.
- Maintains and manages “running” list of book awards won each fiscal year.
- Gathers, prepares, reviews and maintains documents relating to department budget and staff administration.
- Works with the administrative staff in the UK to coordinate all international meetings including board meetings and any on or offsite team meetings. This includes but is not limited to, booking rooms, setting up conference calls/video conferences and travel arrangements for other internal and external team members.
- Manages the planning and logistical execution of the Delegates Meeting every 3 years. This includes travel arrangements, venue selection, complex scheduling and all onsite management of the events throughout the week.
- Provides administrative support to the CEO, Managing Director, and CFO when traveling to NY.
Project Leadership (30%)
- Facilitates informal mentoring program for junior members of the US editorial staff.
- Researches questions, obtains information, coordinates and disseminates results, and follows up on progress and status of projects within the department.
- Consults with editorial leadership, Human Resources, Group Communications, and learning and development team to develop informal skill training and career development programming.
- Organizes outreach and external speaking engagements for the OUP USA President/Academic Publisher and participates in these events as appropriate.
Diversity and Inclusion Committee (30%)
- Be a member of the D&I committee and collaborate with leads of four subcommittees in New York office (Editorial; Event Planning; Recruitment, Retention, and Mentorship; and Reference).
- Coordinate with groups in other offices, including Human Resources, the Oxford-based Diversity and Inclusion Executive, and employee-led initiatives in Toronto and Cary.
- Assist with communications around diversity and inclusion, including in staff briefings, committee newsletters, meetings of the full committee, etc.
- Manage the New York office’s Diversity and Inclusion lending library.
- Excellent organizational skills and attention to detail required.
- Ability to manage complex projects and multi-task with excellent organization skills.
- Excellent written communication as well as strong interpersonal and verbal skills.
- Ability to work with and handle complex constituency such as Delegates, authors, and members of the Board.
- Understands sense of urgency and can turn tasks around quickly and efficiently.
- Ability to independently solve practical problems, and deal with situations that are ambiguous.
- Proficiency in MS Office applications including Word, Excel, PowerPoint, and Outlook is required.
Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.