Executive Assistant (Hybrid)

• 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

• 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