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Executive Assistant

Administration | Getzville, NY | Full Time | From $60,424.00 to $72,000.00 per year

Job Description

About the Company
William S. Hein Co., & Inc., is a publishing company that proudly serves over 3,500 institutions in more than 150 countries. For decades, we have been dedicated to providing outstanding customer service and innovative solutions to the legal and general academic communities. Our commitment to excellence is reflected in our marquee product, HeinOnline, the largest image-based legal research database in the world.

Employee Benefits
As a family-owned small business, we take pride in offering a highly competitive benefits package. Our holistic approach includes traditional benefits, a serene location by a tranquil creek for relaxing afternoon walks, and the luxury of an in-house chef.

Here is a snapshot of the benefits offered to our employees:

  • Competitive Salary and Bonus
  • 401K/Profit Sharing Plan (typically 12-15%)
  • Medical, Dental, and Vision Insurance (up to 100% paid for)
  • Paid Time Off and Parental Paid Time Off
  • Flexible Remote Work & Schedule Options
  • In-house chef that prepares breakfast, lunch, and take-home dinners
  • Professional Development Opportunities
  • Employee Committees to Join (DE&I, Events, Newsletter, etc.)
  • Complimentary Bus Pass
  • And many, many more listed on the Career page of our website

The Position
As a member of our team at HeinOnline, you will play an important as the assistant to the Vice President of Technology (40%) and Vice President of Sales & Marketing (40%). Additionally, you will support the Chairman of the Board (15%) and complete other tasks as needed (5%).

Responsibilities include, but are not limited to:

Assistant to the Chairman of the Board

  • Transcribing and sending professional and personal correspondence on behalf of the COB.
  • Assisting with managing their schedule, travel arrangements, making appointments, etc.
  • Mailing letters and packages as requested.
  • Maintaining organized electronic and paper files.
  • Planning, organizing, and completing special projects as assigned.

Assistant to the Vice Presidents

  • Assisting with maintaining Basecamp To Dos by making changes and updates as directed.
  • Assisting with planning and scheduling meetings. Occasionally attends meetings and takes notes, creates To Dos, and updates documentation.
  • Communicating on behalf of the VP via email, To Dos, and verbal conversations.
  • Making approved purchases and creating Purchase Orders.
  • Assisting with organizing, filtering, and handling various emails that come through from customers, vendors, etc.
  • Compiling data and creating various reports for the VP.
  • Maintaining and organizing various folders and files.
  • Coordinating and scheduling travel arrangements.
  • Planning, organizing, and completing special projects as assigned.

Miscellaneous (5%)

  • Assisting with the building leases which includes writing/updating leases, tracking lease information/rent payments, and communicating when lease renewals are coming due.
  • Providing administrative support to other managers as requested.
  • Providing support the President/CEO and Company Advisor as requested.
  • Any additional responsibilities as requested by management

Desired Skills, Abilities, & Interests:

  • Enjoys providing a high level of service to senior leaders
  • Interest in playing a supporting role and getting things done efficiently so others can be more effective in their roles.
  • A natural planner and organizer
  • Comfortable with working in a deadline-driven environment
  • Collaborative and an affinity towards working in a team environment
  • Strong communicator that keeps leadership informed of progress

Education & Experience

  • High School Diploma, required
  • Associate degree, preferred
  • 5+ years working as an assistant to senior leaders

Other Position Information
Monday – Friday
7:30am-4:00pm OR 8:00am-4:30pm OR 8:30am-5:00pm

$60,424 – $72,000
Depending on experience

An Equal Opportunity for All
At William S. Hein & Co., Inc., we believe that diversity is what makes us stronger—in the workplace, and in the world. So, our mission is simple: to create an inclusive space where everyone feels valued and has an equal opportunity to succeed. If you have skills, passion, and a desire to make a difference, we want you on our team.

Additionally, we understand that each person has unique needs, so let us know how we can best support you during the interview process and beyond. We are committed to ensuring that each member of our team has an equal opportunity to thrive within our organization.