Executive Assistant (Hybrid)
US-MI-Grand Rapids
HarperCollins
Req #: 5106
Type: Regular Full-Time
Overview: 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 industry's 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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