HarperCollins Publishers

Editorial Assistant & Subrights Assistant - Harlequin Trade Publishing

Job Locations US-NY-New York




The focus of this position is to provide administrative and editorial support to the VP, Editorial and the  Director, Subsidiary Rights and Harlequin Audio.



  • Provides administrative support for VP, Editorial
    • Books and manages meetings between Editorial Team and other Harlequin teams (Subrights, Publicity, Marketing, Art, Sales, etc.)
    • Books and manages various meetings for VP such as agent meetings, author visits, book fairs and other appointments with parties outside Harlequin.
    • Coordinates information for VP’s monthly leadership report.
    • Acts as NYC office liaison for Toronto and Overseas colleagues, directing queries to the appropriate individuals, providing materials, booking meetings, ordering lunches and preparing meeting materials when needed to ensure that the needs of internal client groups are met. 
    • Gains internal systems knowledge: HERS, SMART, Concur, Ultipro, Edelweiss and Shared Drives.
    • Works on special projects as assigned.
  • Provides editorial support for VP, Editorial
    • Assists VP and Editorial Directors in reading and responding to manuscript submissions from agents and inputs contract information as needed.
    • Works with VP to communicate important news to authors, such as scheduling updates, new covers and promotional information.
    • Works with Editorial team to prepare launch agenda and presentation materials for three seasonal Launches (Winter, Summer, and Fall) per year.
    • Sets up and takes and circulates minutes at HTP weekly editorial meeting.
    • Assists VP in development of various company/editorial presentations, as assigned.
    • Manages backlist titles and creation of ancillary materials for VP’s authors titles,  as well as other authors as assigned.
    • Provides feedback and suggestions for covers, titles, and copy changes.
    • Helps VP with occasional line edits, proofreader queries

Subsidiary Rights:

  • Provides administrative support for Subsidiary Rights department:
    • Fulfills all requests for covers, text, author photos, catalog copy, etc.
    • Manages cover permissions with Contracts and Art Departments
    • Sends out finished copies of licensed editions to authors.
    • Enters information into and gets reports out of subrights database.
    • Organizes weekly status meeting preparation.
    • Helps with audio rights communication, licenses, and submissions.
    • Assists with administrative tasks for Harper360 and overseas clearing.
  • Contributes significantly to prepare for and follow up after 2-3 book fairs a year:
    • Manages book fair schedules and virtual appointments.
    • Manages book fair catalog and webinar/video presentation production.
    • Coordinates materials and contact list for Bookfair webinars.
    • Assists with drafting book pitches.
    • Handles and keeps track of all submissions and follow up for book fair appointments.
    • Coordinates all submissions year round.
    • Sends submissions and updates to appropriate scouts, co-agents, and publishers/clients. 


  • 2-5 years related experience or equivalent knowledge gained from prior experience
  • Strong familiarity with Microsoft Word, Excel and Power Point as well as database applications
  • Strong communication, writing, planning and organizational skills. Interaction with others in a highly professional manner
  • High attention to detail; proofreading and basic copyediting skills preferred.
  • Internship or post-secondary publishing diploma an asset
  • A knowledge of basic accounting
  • Knowledge of editorial or rights procedures and processes an asset
  • Adaptability/flexibility, creativity and ambition
  • Strong interest in reading
  • A proven ability to demonstrate a high degree of initiative, independence, flexibility, discretion and the ability to anticipate needs


This role is currently based out of New York, New York. You will need to commute to the office when it reopens.


Harlequin is committed to providing accommodations in all parts of the hiring process.  If you require an accommodation, we will work with you to meet your needs.



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