Executive Assistant, Grand Central Publishing

SUMMARY: The Executive Assistant is responsible for managing the secretarial and administrative functions of the President & Publisher of Grand Central Publishing (GCP) and its imprints.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Handle all organizational needs for the Publisher, including day to day support managing a full calendar and creating space for desk work; organizing and maintaining team libraries; processing T&E reports; ordering office supplies; routing and sorting items in Publisher’s inbox; maintaining departmental and personal files; maintaining departmental contact lists Coordinate meeting and travel arrangements
• Arrange catering for in-house meetings as appropriate
• Assure proper meeting preparation and follow-up for Publisher
• Oversee the development of the weekly acquisitions meeting agenda
• Administer the weekly acquisitions meeting and take minutes
• Traffic materials for Publisher’s approval, and apprise Publisher of urgent approvals
• Act as liaison between Publisher and external/internal clients
• Order and send materials for agents and authors
• Screen, direct and respond to phone calls and emails, drafting correspondence on Publisher’s behalf as needed
• Maintain general office upkeep, including book displays
• Oversee interview process for the internship program, and act as a liaise for interns during their time at Hachette
• Organize and plan department parties and special events
• Organize schedule and materials for division’s participation in industry conferences
• Act as a resource for team members, providing answers to common questions about departmental processes
• Liaise with Administrative Services to assign new employees appropriately within the team’s work area
• Administer a team-focused orientation for new employees at GCP, providing them with resources specific the division
• Provide auxiliary support for seasonal planning meetings
• Oversee the invitation of new GCP authors to the Hachette Author Portal, and address user inquiries related to that resource
• Place author and agent contract copy orders on behalf of the division
• Review and update the GCP division web pages
• Approve timesheets for Publisher and direct reports

KNOWLEDGE, SKILLS & ABILITIES REQUIRED

• Five years of administrative or executive assistant experience, supporting senior executives and providing day-to-day office management and project support
• Proven ability to maintain highly confidential information
• Strong interpersonal, oral and written communication skills a must
• Ability to interact effectively and pro-actively with a diverse constituency, including department staff, senior management, support staff, authors, agents and media
• Excellent time management, multi-tasking and organization skills essential; a pro-active and flexible approach to handling day-to-day operations
• Strong computer skills, including experience with Word, Excel, Outlook and PowerPoint
• Research skills a plus
• Ability to identify and address problems quickly and independently
• An interest in books and the publishing industry is preferred

How to apply: Please provide your resume and cover letter to be considered.

Location: New York City (Hybrid – three days per week in the office

About Hachette Book Group

Hachette Book Group (HBG) is a leading book publisher based in New York and a division of Hachette Livre, the third-largest publisher in the world. The mission of Hachette Book Group is to make it easy for everyone to discover new worlds of ideas, learning, entertainment, and opportunity. At HBG, we are guided by four core pillars: Understanding Consumers, Changing the Story, Owner Mentality, and Growth Mindset.

As a leading book publisher, we believe that including and representing diverse voices in all aspects of our business is fundamental to what we do. Our publishing programs must reflect the broad range of backgrounds, experiences, political views and ideas that shape our society and publish books for all readers.

Hachette Book Group provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Salary can vary based on a number of factors including skills, experience, and location — talk with your recruiter to learn more. The compensation for this position is $65,500 There may be times that you will be required (or requested) to work overtime due to the nature of your role or exceptional workload issues or special projects.

The following benefits are offered by the company: medical, dental, vision, basic and supplemental life, short-term and long-term disability, accidental death and dismemberment, critical illness, hospital indemnity, long-term care, health and dependent care FSA, commuter benefit plan, employee assistance program, tuition reimbursement, travel assistance, 401(k), discretionary bonus program, PTO (15 vacation days, 3 personal days, 10 holidays and generous sick leave) and group discounts on auto and home insurance and legal services. Eligibility requirements apply to some benefits and may depend on your job classification, hours worked and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms.