HarperCollins Publishers

Administrative Assistant

US-MI-Grand Rapids
Category
Administration

Overview

The primary responsibility of this position is to fulfill many and varied support functions for the Senior Director of independent retail stores. The Administrative Assistant must support our sales team with excellence, creativity in problem solving, and perseverance to help us reach our goals. This position will include a wide variety of tasks and relationships to manage, in order to help execute team leadership and departmental success.

Responsibilities

1. Provide Administrative support to Senior Director of Sales

  1. Assist with weekly and monthly reporting from and for the sales team
  2. Maintain appointment calendar and scheduling/coordination of meetings
  3. Assist with email as appropriate, maintain contact information in Outlook
  4. Manage expense reports for the Senior Director on a monthly and timely basis
  5. Serve as liaison between Senior Director and his direct reports
  6. Assist with marketing group requests
  7. Maintain weekly publisher board worksheet
  8. Manage performance review process and forms
  9. Manage travel arrangements when necessary
  10. Create PowerPoint presentations as necessary
  11. Sort, review, and prioritize all mail and correspondence and maintain electronic and paper files
  12. Care for miscellaneous requests and projects
  13. Maintain strict confidentiality of data and other sensitive information

 
2. Administrative support to department:

  1. Manage expense reports for the field sales team
  2. Schedule team meetings
  3. Compile and edit sales representative’s reports
  4. Manage weekly mailings to the sales reps
  5. Maintain communication between publishers and sales team
  6. Coordinate sales representative retreats
     

3. General office management responsibilities, including but not limited to:

  1. Plan/set up departmental meetings/gatherings, scheduling/conference room booking
  2. Manage mail/UPS shipments/telephone/ordering supplies/filing
  3. Coordinate departmental expense reporting
  4. Provide hospitality to guests and visiting authors & process catering requests/guest passes
  5. Take the lead in encouraging a positive and professional atmosphere
  6. Serve as point person for emergency procedures

Skills:

  1. Excellent computer skills
  2. Strong attention to detail and results driven
  3. Exceptional written and verbal communication skills
  4. Highly organized
  5. Strong project management skills

 

Personal Characteristics:

  1. Able to manage multiple tasks to completion
  2. Self-starter who takes initiative
  3. Problem solver
  4. Flexible
  5. Professional demeanor
  6. Team player
  7. Punctual and reliable in attendance
  8. Quick Learner

Qualifications

Work Experience: 5-7 years of high-level administrative support preferred.

 

Education: B.A. or equivalent work experience. 

 

Industry Knowledge: Knowledge of book publishing industry

 

HarperCollins Christian Publishing is an Equal Opportunity Employer

 

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