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Administrative Assistant

Salary: USD 45,000 – 50,000/ year  Preferred location: In-person (Chicagoland Hybrid Only)  Full-time 

About us

Klett World Languages is a growing educational publisher with European roots. We are the Chicago-based US arm of the Klett Group, which was founded in 1897 and encompasses 80+ educational enterprises.

At Klett World Languages, we provide the highest quality language materials in Spanish, French, German, and Italian. We create content that helps students build authentic communicative competence, and become global citizens. Our materials are authentic, accessible, and user-friendly, and enable students to learn and deepen their connection to our increasingly global world. We strongly believe that educators play a key role in language learning, and part of our mission is to support them and give them opportunities for professional development. At Klett World Languages, we are driven to change world language education in the U.S. for the better.

Job description

The Administrative Assistant will ensure smooth day-to-day operations of the company’s office and manage team events, as well as travel schedules and arrangements. They will report directly to the Vice President of Operations and work especially closely with the Vice President of Sales, Director of Sales, and Director of Marketing.

As Administrative Assistant, you will carry out a diverse set of tasks to assist the marketing, sales, and leadership teams and support our growing company. 


  • General Office: Manage supplies, basic tech support, organize hard copy and electronic documents, scan, make copies, write letters as needed, manage e-faxes, maintain efficient business practices, collect and sort mail, answer phone calls and provide high-level customer service.
  • Marketing Support: Assist with regular marketing tasks like compiling and sending marketing materials out to different conferences and events, receiving materials shipped back to the office from events.
  • Online Book Support Services: Provide initial customer support for tech inquiries; direct customers to appropriate resources.
  • Event Logistics: Organize events in Chicago when the remote team visits, make reservations, ordering food; book travel arrangements for conferences/company events/adoptions events
  • Sales support: assist with entry of customer information and processing of sample orders.
  • Miscellaneous: There will be unexpected needs and the responsibilities of the position may evolve with time. Flexibility and willingness to learn are key.
Minimum Qualifications
  • High school diploma or equivalent
  • Strong organizational and excellent verbal and written communication skills
  • Ability to work independently, multi-task, and work cooperatively in a team environment
  • Strong attention to detail and accuracy
  • Customer service orientation
  • Intermediate knowledge of word processing, spreadsheet, email, and database software programs
  • Demonstrated organizational and time management skills
  • Ability to prioritize tasks and meet deadlines with little supervision
Preferred qualifications
  • Bachelor’s degree
  • 2 years’ relevant experience in an administrative position
  • Experience with NetSuite, QuickBooks, or a similar accounting/ERP software
  • Demonstrated ability to document and refine administrative processes
  • Intermediate to advanced knowledge in Microsoft Word, Excel, and Outlook
  • Proficiency in Spanish.
  • SIMPLE IRA with a 3% employer match
  • 16 days PTO (increases to 25 after two years with the company)
  • Health insurance (75% paid by employer)
  • Paid federal holidays
  • Parental leave (50% paid for up to 12 weeks)
  • Professional development allowance

Experience a collaborative, creative, and trustworthy working environment with room for personal and professional growth. We offer a competitive salary, paid vacation, and benefits. The ideal candidate would be located in the Chicago Metro area.

To apply, submit your cover letter and resume to [email protected]. We are an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, gender identity, sexual orientation, national origin, disability, age, or protected veteran status.

We value diversity and strongly encourage applications from members of minority or marginalized communities.