Executive Assistant

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.

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, including:
  
  • Coordinate scheduling of staff meetings, department?specific meetings or forums, and manage 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 review monthly expense reports for the Associate Group Publisher and their VP?level 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 the Zondervan Bibles, Academic, and Reflective department, including:
  • Process author/contributor royalty and work?for?hire payments.
  • Process marketing payments as assigned.
  • Communicate with key authors, vendors, and customers.
  • Notify appropriate staff when a product is received in office.
  • Order and manage gratis and contractual author copies.
  • Receive and place gratis orders for staff and manage all departmental comp accounts.
  • Maintain on?site departmental library and archives.
  • Execute author onboarding process, collecting required forms and assisting authors.
  • Manage SharePoint, departmental shared?drive folders, and Microsoft Teams sites.
  • Set up new vendors, manage agreements and payments for vendors and consultants.
  • Provide support for on?site meetings, including catering requests, meeting arrangements, room set?up, and prep.
  • 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.
  • Coordinate, schedule, and manage Publ Board & Proposal Review meetings.
  • Schedule departmental staff meetings, coordinate agenda, and book conference rooms 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 office functions.
  • Serve as the primary liaison with the Nashville facilities team.
  • Develop and manage a review and donation program for prison requests.
  • Provide hospitality to guests, including 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, including:
  • 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 sales admin (weekly SMLT reports, gratis orders).
    
• Administrative support to Director of People, including:
  • Schedule and coordinate 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 (Outlook, Word, 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. Publishing industry experience is a plus but not required.

Education: Bachelors degree preferred; some college credit or 5+ years of experience acceptable.

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 stay aware of new 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.

Location: Grand Rapids, MI

Salary: $60,000.00$65,000.00

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