HarperCollins Publishers

Senior Administrative Assistant

US-MI-Grand Rapids
Category
Administration

Overview

Job Summary: The primary responsibility of this position is to fulfill many and varied support functions for the SVP/publisher, Marketing VP, and publishing team. Zondervan is a leading competitor in book publishing and the Senior Administrative Assistant must support our team with excellence, creativity in problem solving, and perseverance to help us reach our goals. This position is one that is in the center of the entire department and helps the SVP/Publisher execute team leadership and departmental success.

 

Responsibilities

Essential Responsibilities:

 

1. Provide Administrative support to SVP/Publisher and VP of Marketing

  • Coordinate the scheduling of staff meetings, department specific meetings convened by the SVP/Publisher and manage the recording/distribution/follow-up of action items
  • Maintain appointment calendar for SVP/Publisher
  • As requested by SVP/Publisher or VP Marketing, schedule and set up meetings and provide meeting support as needed
  • Complete expense reports for the SVP/Publisher and VP of Marketing in a timely and accurate manner
  • Manage travel arrangements when necessary for SVP/Publisher and VP Marketing
  • As requested by SVP/Publisher or VP Marketing, assist in the creation of Power Point presentations
  • Sort, review, and prioritize all mail and correspondence for SVP/Publisher
  • Maintain paper files for SVP/Publisher
  • Track requests for new author contracts and work-for-hire agreements
  • Create and maintain contributor tracker for projects with multiple contributors (see protocols and processes established by Director of Contract Administration)
  • Care for miscellaneous requests and projects as assigned by SVP/Publisher
  • Maintain strict confidentiality of data and other sensitive information

2. Administrative support to department:

  • Plan/setup departmental meetings/gatherings
  • Manage UltiPro time-off software as the delegate for SVP/Publisher as it relates to time-off requests from his direct reports
  • Set up new vendors, independent contractors, and other payees in Hiperos for Marketing and Editorial (but not including ZAOC courses) and serve as the point person with Finance on all CARR AmEx P-Card charges
  • Process invoices for Marketing (including making M&P commitments for VP Marketing and assisting in processing invoices), Editorial overhead, non-recoupable author contract payments, and WFH payments as requested by CARR Editorial and Marketing, including follow-up if needed
  • Submit initial advance against royalty payments as requested by CARR Editorial
  • Communicate with key authors/vendors/customers
  • Ship author advance copies and contract copies and work with in-house mail services on sending influencer copies and other smaller mailings as needed
  • Maintain CARR Reference Library and the Publisher’s Library (including keeping it organized alphabetically by title [or series], current, and complete)
  • Receive and place comp orders for CARR Editorial and manage the CARR Editorial comp account
  • Manage incoming mail/shipments and outgoing mail/UPS shipments (including UPS labels) for Editorial and Marketing (does not include large shipments or mailings)
  • Order office supplies
  • Provide office equipment oversight & work orders for the department
  • New employee requisitions and training
  • Provide hospitality to CARR guests and visiting authors & process catering requests/guest passes
  • Make sure the Author Care Lounge is presentable both before and after CARR author visits
  • Make sure CARR DWS is tidy and presentable for the next user
  • Take the lead in encouraging a professional atmosphere
  • Serve as point person for emergency procedures

Qualifications

Work Experience: 5-7 years of experience in administrative support roles required    

 

Education:  B.A. or equivalent work experience

 

Industry Knowledge: Familiar with the publishing industry and, specifically, Christian publishing is a plus.

 

Skills:

  • Excellent computer skills and the ability to learn new systems that HCCP uses
  • Strong attention to detail the ability to learn from mistakes
  • Exceptional written and verbal communication skills
  • Highly organized
  • Strong project management skills
  • Familiarity with and ability to understand author contract and work-for-hire agreement language

HarperCollins Christian Publishing is an Equal Opportunity Employer

 

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