Executive Assistant (Hybrid)

HarperCollins PublishersGrand Rapids, MI, US

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Executive Assistant Position

HarperCollins Christian Publishing is committed to building a diverse and inclusive team and highly values diverse backgrounds and insights that fuel our innovation.

Join one of the book and Bible publishing industrys fastest-growing and most innovative teams! The primary responsibility of the Executive Assistant position is to fulfill many and varied support functions for the Associate Group Publisher, their team leaders, the additional on-site executive leaders, as well as managing the functions of the Grand Rapids office. The Executive Assistant must support the team with excellence, creativity in problem solving, and perseverance to help the team reach its goals. This position is one that is in the center of the entire department and helps the publishers ensure team leadership and publishing imprint success.

This is a hybrid position based in our Grand Rapids, MI office.

Responsibilities

Provide administrative support to Associate Group Publisher of Zondervan Bibles, Academic, and Reflective :

Coordinate the scheduling of staff meetings, department specific meetings or forums, and manage the recording / distribution / follow-up of action items
Maintain appointment calendar and scheduling / coordination of meetings
Manage travel arrangements, including airlines, hotels, and car rentals
Assist with email as appropriate
Complete and / or review monthly expense reports for the Associate Group Publisher, and their VP-level (publishing and marketing) direct reports
Complete P-card reconciliation monthly for Marketing VP
Coordinate mailings to authors, influencers, partners, and others as needed
Coordinate author documents, emails, meetings, and other communication
Sort, review, and prioritize all mail and correspondence and maintain electronic and paper files
Care for miscellaneous requests and projects
Maintain strict confidentiality of sensitive departmental information

Administrative support to Zondervan Bibles, Academic, and Reflective department :

Process request for Author / Contributor payments (royalty and work for hire)

Process marketing payments as assigned

Communicate with key authors / vendors / customers

Notify appropriate staff when product is received in office (NYP copies, dummies, mail, etc.)

Order gratis and contractual author copies for Zondervan Bibles, Academic, and Reflective authors

Receive and place gratis orders for staff and manage all department comp accounts

Maintain on-site departmental library and archives

Execute new author / contributor onboarding process by following procedure, communicating required steps to authors, collecting required forms and information, and assisting authors with navigating the onboarding processes

Manage SharePoint, departmental shared-drive folders, and Microsoft Teams sites

Set up new vendors, managing agreements and payments for vendors and consultants

Provide support for on-site meetings, including fulfilling catering requests, meeting arrangements, room set-up, and prep for all needed materials

Leverage existing options and establish new opportunities to foster team morale

Maintain team holiday calendar and emergency contact file

Book author travel for meetings and sales conferences, as needed

Coordinate, schedule, and manage Pub Board & Proposal Review meetings

Schedule departmental staff meetings, including coordinating and sending out the agenda, along with booking conference room when necessary

General office management responsibilities, including but not limited to :

Work in the office 3-4 days per week to manage incoming mail, office supplies orders, and general function of the Grand Rapids office

Serve as the primary liaison with Nashville facilities team

Develop and manage a review and donation program for prison requests

Provide hospitality to guests, including fulfilling catering requests guest passes, and room set-up

Take the lead in encouraging a professional atmosphere

Serve as point person for emergency procedures

Administrative support to SVP, Sales & Marketing :

Manage travel, expense report, and gratis orders for SVP Sales

Complete new vendor set-ups as assigned

Code and process invoices as assigned

Back-up for Sales admin (weekly SMLT reports, gratis orders)

Administrative support to Director of People :

Schedule and coordinate for all-employee meetings, on-site or off-site

Manage travel and expense reports for Director of People when requested

Maintain strict confidentiality of sensitive departmental information

Qualifications

Knowledge : Strong understanding of Microsoft Office, especially Outlook, Word, and Excel. Strong project management skills. Self-manager and internally motivated to serve, equip, and care for details well. Familiarity with data management systems.

Work Experience : 5+ years of direct executive level (SVP / EVP or above) support preferred. Work experience in the publishing industry is a plus but not required.

Education : Bachelor's degree preferred. Some college credit or 5 years of experience in the field.

Industry Knowledge : Understanding of the publishing industry, editorial and marketing practices, and publishing operations preferred but not required.

Skills :

Proven organizational and project management skills

Excellent verbal and written communication skills

Quickly learn new software applications and maintain awareness of new and emerging technologies

Ability to learn and use internal data management systems

Excellent interpersonal skills

Must be able to lift heavy objects (up to 15 pounds)

HarperCollins Christian Publishing is an Equal Opportunity Employer.

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Executive Assistant • Grand Rapids, MI, US