HarperCollins Publishers

Administrative Assistant to Department Head

US-NY-New York




HarperCollins Children’s Publishing is seeking an Assistant to the Vice President of Marketing who will provide administrative support on all day to day activities. This role also works with all members of the marketing team on the various functions that make the department run. The ideal candidate possesses strong attention to detail, excellent time management skills, a sense of humor and grace under pressure. This is a fantastic opportunity to work with one of the leading publishers of children’s and teen books. Respected worldwide for its tradition of publishing quality, award-winning books for young readers, HarperCollins is home to many timeless treasures and bestsellers such as Charlotte’s Web, Goodnight Moon, Where the Sidewalk Ends, Where the Wild Things Are, The Graveyard Book and series including The Chronicles of Narnia, Ramona, Warriors, Pete the Cat, Fancy Nancy, Divergent, and The Selection.


  • Maintains meeting schedule for the VP of Marketing, and works to keep day flowing and appointments on-schedule.
  • Schedules various group meetings for the marketing department and distributes agendas for meetings.
  • Maintains year-long schedule for entire department.
  • Develops and sends an internal e-newsletter of prominent marketing campaign news within the company on a monthly basis.
  • Plans and schedules all travel for VP, including purchase of airline and train tickets and making hotel reservations.
  • Manages expense reports for VP.
  • Liaises with marketing team to allocate purchases on departmental purchase card with appropriate budget codes.
  • Prints and collates weekly meeting notes and reading packets for VP.
  • Welcomes guests and customers by greeting them, in person or on the telephone; answers or directs inquiries.
  • Maintains customer confidence and protects operations by keeping information confidential.
  • Creates PowerPoint presentations for VP and team as needed.
  • Facilitates communication within the team related to corporate initiatives such as charity events, training opportunities, and key deliverables.
  • Works with facilities to secure conference rooms for events.
  • Manages in-house storage for marketing, sending items to off-site storage as necessary.
  • Maintains office supplies inventory.
  • Updates and maintains a list of pertinent ‘new marketing employee’ information tailored to new department personnel.


  • Must have 2 plus years work experience assisting someone in a management position
  • Must be extremely organized, detail-oriented, and demonstrate the ability to problem-solve
  • Must be able to work independently and set priorities
  • Must have exceptional written and verbal communication skills
  • Must have strong computer skills; PC familiarity is essential, Mac familiarity is a plus; Knowledge of Excel, Word, Outlook and PowerPoint essential
  • Must have copy-editing and writing skills
  • Candidate should enjoy maintaining schedules and organization and keeping the team on-track
  • College degree or equivalent work experience required


 HarperCollins Publishers is a company full of people who are passionate about books.  When you apply for a position, we want to know why you want to work here, and why you are interested in the job.  That’s why cover letters are strongly preferred.



HarperCollins Publishers is an equal opportunity employer.


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