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.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 meetingsManage travel arrangements, including airlines, hotels, and car rentalsAssist with email as appropriateComplete 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 VPCoordinate mailings to authors, influencers, partners, and others as needed Coordinate author documents, emails, meetings, and other communicationSort, review, and prioritize all mail and correspondence and maintain electronic and paper filesCare for miscellaneous requests and projectsMaintain strict confidentiality of sensitive departmental informationAdministrative 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/customersNotify 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 authorsReceive and place gratis orders for staff and manage all department comp accountsMaintain on-site departmental library and archivesExecute 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 processesManage SharePoint, departmental shared-drive folders, and Microsoft Teams sites Set up new vendors, managing agreements and payments for vendors and consultantsProvide 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 fileBook author travel for meetings and sales conferences, as neededCoordinate, 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 necessaryGeneral 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 officeServe as the primary liaison with Nashville facilities teamDevelop and manage a review and donation program for prison requestsProvide hospitality to guests, including fulfilling catering requests guest passes, and room set-upTake the lead in encouraging a professional atmosphereServe as point person for emergency proceduresAdministrative support to SVP, Sales & Marketing:Manage travel, expense report, and gratis orders for SVP SalesComplete new vendor set-ups as assignedCode and process invoices as assignedBack-up for Sales admin (weekly SMLT reports, gratis orders)Administrative support to Director of PeopleSchedule and coordinate for all-employee meetings, on-site or off-siteManage travel and expense reports for Director of People when requestedMaintain strict confidentiality of sensitive departmental informationKnowledge: 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 skillsExcellent verbal and written communication skillsQuickly learn new software applications and maintain awareness of new and emerging technologiesAbility to learn and use internal data management systemsExcellent interpersonal skillsMust be able to lift heavy objects (up to 15 pounds)HarperCollins Christian Publishing is an Equal Opportunity Employer.
Job Title
Executive Assistant (Hybrid)