HarperCollins Publishers

Senior Administrative Assistant

Job Locations US-TN-Nashville | US-MI-Grand Rapids
Category
Administration

Overview

HarperCollins Christian Publishing Logo

Zondervan Books is committed to building a diverse and inclusive team and highly values diverse backgrounds and insights that fuel our innovation.

 

The primary responsibility of this position is to fulfill many and varied support functions for the VP/publisher, marketing VP, and publishing team. Zondervan is a leading competitor in book publishing and the Sr. 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 VP/Publisher execute team leadership and departmental success.

Responsibilities

  • Provide Administrative support to Zondervan Books VP/Publisher and VP of Marketing
    • Assist in scheduling of author, agent, and marketing meetings and provide assistance to the VP/Publisher with their appointment calendar
    • Coordinate the scheduling of department meetings and special events such as the Team Retreat, Christmas Party, and Staff and Family Picnic
    • Complete expense reports for the Publisher, VP of Marketing, Administrative Assistant, and Trade purchasing card on a monthly and timely basis
    • Serve as liaison between VP/Publisher and his direct reports
    • Assist with Rights and Reversions requests
    • Facilitate department overhead budget reviews periodically, including monthly editorial travel and entertainment budget updates
    • Manage travel arrangements when necessary, including author travel for audio recordings
    • Sort, review, and prioritize all mail and correspondence and maintain electronic and paper files
    • Care for miscellaneous requests and projects
    • Maintain strict confidentiality of data and other sensitive information

 

  • Administrative support to department:
    • Submit author, agent and work for hire contract payments
    • Collect author photo and release form
    • Communicate author address updates
      • Communicate with key authors/vendors/customers
      • Serve as accounts payable point person/process invoices and enter new vendors
      • Ship author and agent contract copies
      • Maintain department product library and offsite vault
    • Maintain Trade department spreadsheets (Contract Tracker, Influencer Mailings, Endorsements) and monitor shared-drive folders
    • Create and send weekly sales report to Trade Team and bi-weekly sales report to key authors
    • Receive and place comp orders for staff
    • Assist with influencer and launch team mailings and influencer mailings
    • Manage endorsement process (outreach, updating files, hand off to Production Editors, mailing complimentary copies, etc.)
    • Manage marketing budget spreadsheets and process marketing invoices
    • Responsible for ARC ordering and distribution
    • Update and send weekly PR list to PR team

 

  • General office management responsibilities, including but not limited to:
    • Plan/set up departmental meetings/gatherings, scheduling/conference room booking
    • Manage mail/UPS shipments/telephone/ordering supplies/filing
    • Provide office equipment oversight & work orders for customer support/facilities/copy center
    • New employee requisitions and training
    • Provide hospitality to guests and visiting authors & oversee catering requests/guest passes
    • 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.  Must have experience directly supporting a Director and/or VP level member of management.

 

Education:  Bachelor’s degree preferred or equivalent work experience.

 

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

 

Skills:

  • Excellent computer skills
  • Exceptional attention to detail and results driven
  • Strong written and verbal communication skills
  • Highly organized
  • Strong project management skills

HarperCollins Christian Publishing is an Equal Opportunity Employer.

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