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Administrative Assistant
HarperCollins
Nashville, TN, United States
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Overview
Join a top-five publisher and be part of our mission to inspire the world. The Fiction team at HarperCollins Christian Publishing is seeking an Administrative Assistant to join our dynamic and energetic team. This cross-functional role provides administrative support to the Publisher, as well as support for the marketing and editorial teams and the ideal candidate will be team oriented, detail oriented, highly productive, and proactive.
The Fiction team at HCCP manages both the Thomas Nelson and Zondervan imprints and is proud to publish such bestselling authors as Terri Blackstock, Charles Martin, Colleen Coble, Lauren Denton, Amy Clipston, and Rachel Hauck, as well as numerous others.
Essential Responsibilities:
• Administrative Support: Maintain calendar, schedule meetings and conference calls. Schedule travel, airlines, hotels, and car rentals. Submit and track expense reports. Answer phones for Publisher. Greet guests and order food for meetings. Track staff assignments made by the Publisher.
• Cross-Functional Support: File CIP, maintain copyright deposit account and deliver 2 copies of each title to Legal to file copyright. Generate job numbers and master job numbers through internal systems and transfer to marketing projection sheets.
• Legal and Budget Records: Maintain records for contract files, including maintaining action tracker for legal process through signing of contract and issuing contractual payment requests for acceptable manuscript and publication payments.
• Meeting Logistics: Send out team, Titling, Acquisitions, Packaging, and special meeting requests to attendees and help prepare meeting handouts.
• Daily Tasks: Assist team with photocopying, printing, mailing, and the like.
• Author Relations: Verify that author information, photo, and photo permission are received at contract signing and order author and agent comp copies per contract. Occasionally book author travel for meetings and sales conferences.
• Marketing/Publicity Support: Process invoices and set up new vendors for marketing expenses. Gather files and set up order for Advanced Reader Copies (ARC), and distribute ARCs to key stakeholders and authors. Help process all mass book mailings to media, influencers, and other key contacts. Create social media content and scheduling as needed.
• Editorial Support: Process invoices and set up new vendors. Assist with updating interior files for repacks. Assist Associate Editors with preparing files for typesetting and proofreading as time allows.
Qualifications
Knowledge: Familiarity with or quick learning of a variety of internal data systems.
Work Experience: 3-5 years of previous administrative experience preferred. May be in the form of an office/team support role. Direct Manager level support preferred.
Education: Bachelor’s degree preferred
Industry Knowledge: Knowledge of book publishing industry, especially editorial or creative teams preferred. Familiarity with key authors and agents in the industry a plus.
Skills:
• Proficiency in Microsoft Word, Excel and Outlook
• Knowledge of Microsoft PowerPoint or similar software
• Excellent verbal and written communication
Additional Skills:
• Team oriented
• Detail oriented
• Proactive
• Highly productive
• Effective at managing multiple ongoing tasks simultaneously
• High integrity
• Committed to follow through
HarperCollins Christian Publishing is an Equal Opportunity Employer.