Administrative Assistant to Department Head – HarperOne Group

HarperCollins Publishers

New York, New York

Full time

Sep 22

This job is no longer accepting applications.

HarperCollins seeks an Administrative Assistant to support the President and Publisher of the HarperOne Group, whose mission is to publish books for the world we want to live in. Together the four imprints of the HarperOne Group acquire books that represent a broad and diverse collection of voices, cultures, and perspectives and shares a commitment to publishing books that matter, enlighten, and entertain.

Responsibilities

  • Manages the day-to-day office operations of the President and Publisher, involving constant interaction with employees from all departments (e.g., Editorial, Marketing, Publicity, Finance, Art, IT, etc.).
  • Manages demanding calendars, maintains organized files, provides substantial telephone coverage, screens/prioritizes mail, and maintains relationships with authors, agents, industry partners, and other external contacts.
  • Maintains the desk of the President and Publisher by ensuring it is functioning without issue, coordinating with IT, managing and updating contacts, monitoring email inbox, drafting emails as needed.
  • Schedules and prepares for meetings of all sizes, involving the coordination of multiple busy calendars, taking minutes at meetings as required.
  • Tracks contracts and amendments, submissions, acquisitions, books going on-sale, and various items requiring approval from the President and Publisher.
  • Creates various division decks and copy throughout each year or assists with their creation.
  • Makes travel arrangements, prepares itineraries, and processes monthly expense reports.
  • Attends editorial meetings.
  • Performs, under minimal supervision, administrative and editorial duties and assists in coordinating publication process on a select number of titles each season.
  • Acts as the point person for the awards submission process, sending out monthly emails to editors about upcoming awards and deadlines as assigned.
  • Coordinates seasonal Launch meetings for all relevant imprints, and liaises between marketing and editorial from Launch through the planning process.
  • Handles special projects in the department as needed.
  • Orders supplies for the department and maintains department conference room.

Qualifications

  • 4 year college degree or equivalent work experience
  • A minimum of one year prior relevant work and publishing experience; office support experience preferred
  • Experience using wide variety of social media platforms a plus
  • Proficiency with the Spanish language a plus
  • Has a strong interest in learning the processes of publishing
  • Detail-oriented, extremely well-organized, and able to prioritize responsibilities under pressure
  • Ability to interact confidently with internal and external executives in a personable and professional manner
  • Ability to identify and troubleshoot departmental issues before they become problems
  • Reliable and flexible team player
  • Excellent communication skills
  • Exceptional writing skills
  • Proficiency with Microsoft Outlook, Word, Excel, and PowerPoint

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

HarperCollins Publishers is a company full of people who are passionate about books. When you apply for a position, we want to know why you want to work here, and why you are interested in the job. That’s why cover letters are strongly preferred.

HarperCollins is an Equal Opportunity Employer.

To apply, please submit resume and cover letter on our website: https://careers-harpercollins.icims.com/jobs/3870/administrative-assistant-to-department-head-%e2%80%93-harperone-group/job

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