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Senior Administrative Assistant
HarperCollins
Nashville, TN, United States
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Overview
A robust position with a lot of variety in the Specialty Division of HarperCollins Christian Publishing which includes Tommy Nelson children’s books, Nelson Gift and Zondervan Gift. This division is home to many bestselling inspirational books for children and adults including the Jesus Calling brand, and works with key authors including Max Lucado and Emily Ley.
The Senior Administrative Assistant position is one that is in the center of the entire department and helps the SVP/Publisher execute team leadership and departmental success. Key elements include scheduling, travel, contract payments, invoice processing and payments. Looking for a team player who has an excellent grasp of systems, is process oriented, very detailed, efficient, enjoys a quick pace, and maintains a calm and cheerful spirit throughout.
Responsibilities
Essential Responsibilities:
• Meeting Logistics: Schedule Publisher meetings as well as regular team and special meetings and help prepare meeting handouts.
• Reporting: Provide support for monthly financial presentation, navigate reporting systems to pull sales reports.
• Travel: Schedule travel for Publisher and key team members including airlines, hotels, and car rentals both domestic and overseas.
• Submit and track expense reports: Process Publisher/Associate Publisher purchase card and company credit card, organize receipts for proper record keeping and payment.
• Legal and Acquisition records and Author payment requests: Oversee the author contract routing process, including acquisitions paperwork and author contracts, deal memo routing, tracking the signing process, reviewing royalty statements with Publisher, and issuing contractual payment requests for correct and timely payment to authors and illustrators.
• Payments/Invoices/POs: Complete AFPs for payments with all contracts; code and route invoices for approval and payment.
• Gratis copies: Order new books due to authors/agents/appropriate vendors.
• Rights Reversions: Respond to and assist with paperwork for rights reversions based on contracts.
• Author Mail: Forward all author mail to appropriate persons.
• General Admin Support: Maintain calendar, schedule meetings and conference calls for Publisher and team;
• prepare materials for presentations, create excel charts, distribute department mail, answer and route all phone calls, send courier and UPS/FedEx packages, order and maintain office supplies for department, complete filing, order catering for meetings as needed, etc.
Qualifications
Knowledge: Strong ability to read contracts to generate payments, solid knowledge/understanding of income statements to help prepare reports, thorough grasp of scheduling travel of moderate complexity.
Work Experience:
5-7 years of high-level administrative support preferred
Education:
BA in English, Publishing or Business
Industry Knowledge:
Publishing knowledge preferred
Skills:
• Excellent communication and writing skills required
• Intermediate to advanced level of administrative skills necessary
• Strong organization and scheduling skills
• High attention to detail
• Accomplished in Microsoft Office, Excel, PowerPoint
• Quick ability to learn new systems including Concur, MDM, Global BI/Silvon, Bookscan , Docushare, Hiperos, Inventory Planner, JDE
Additional Skills:
• Extremely organized
• Responsible
• Self-starter and problem-solver
• Hard-working
• Cheerful
• Calm
• Maintains strict confidentiality of data and other sensitive information
• Passionate about the mission of HarperCollins Christian Publishing
HarperCollins Christian Publishing is an Equal Opportunity Employer