HarperCollins Publishers

Sr. Administrative Assistant

Job Locations US-MI-Grand Rapids


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 editorial and verbal 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.


  1. Provide Administrative support to Zonderkidz/Blink SVP/Publisher
    1. Maintain strict confidentiality of data and other sensitive information
    2. Serve as liaison between SVP/Publisher and her direct reports
    3. Maintain appointment calendar and scheduling/coordination of meetings
    4. Assist in tracking budget items, travel schedules and expenses
    5. Communicate corporate policies
    6. Set up and assist any new employees with computer and phone training
    7. Assist with email as appropriate, maintain contact information in Outlook
    8. Manage travel arrangements, including advance preparation necessary for partner/author/customer meetings during the business trip
    9. Complete expense reports on a monthly and timely basis
    10. Assist with Rights and Reversions requests
    11. Oversee and manage Zonderkidz/Blink titles in the Zondervan vault
    12. Create PowerPoint presentations
    13. Coordinate the scheduling of monthly staff meetings, department specific meetings or forums, and manage the recording/distribution/follow-up of action items
    14. Sort, review, and prioritize all mail and correspondence and maintain electronic and paper files
    15. Care for miscellaneous requests and project 
  2. General office management responsibilities, including but not limited to:
    1. Plan/set up departmental meetings/gatherings
    2. Scheduling/conference room booking
    3. Maintain absence record for entire Kidz team utilizing Time Keeper
    4. Manage mail/UPS shipments/telephone/ordering supplies/filing
    5. Provide office equipment oversight and work orders for customer support/facilities/copy center
    6. Complete new employee requisition forms
    7. Serve as accounts payable point person for Kidz editorial, process invoices and enter new vendors as needed
    8. Provide hospitality to guests and visiting authors and process catering requests/guest passes
    9. Ship author, illustrator, and agent advance copies
    10. Manage book orders for all Zonderkidz/Blink YA authors, agents, and illustrators as per their individual contracts
    11. Take the lead in encouraging a professional atmosphere
    12. Communicate with key authors/vendors/customers
    13. Maintain department product library
    14. Serve as point person for emergency procedures
  3. Additional responsibilities:
    1. Submit author, agent, and illustrator contract payments or WFH payments as directed by editorial and creative team members; submit invoices for payment.

    2. Prepare and maintain Global BI

    3. Facilitate conference calls between Kidz team members and agents, authors and illustrators as needed

    4. Receive and place comp orders for staff and manage Kidz editorial comp accounts

    5. Prepare and submit monthly Kidz Acquisition reports to supervisors with help of the Pub Ops staff

    6. Maintain Kidz department spreadsheets and monitor shared-drive folders

    7. Pull Kidz financial and publishing pipeline reports, distributing to SVP/Publisher and VP of Marketing

    8. Mail author, agent, and illustrator copies of first-off printed books as well as contracted copies.


Work Experience: 5-7 years of administrative support required. Must have experience directly supporting a Director and/or VP level member of management.


Education: B.A. or equivalent work experience


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



  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

HarperCollins Christian Publishing is an Equal Opportunity Employer


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