Administrative Assistant, Publishing Operations

195 Broadway, 9th Floor, New York, NY, United States, 10007

Position: Full-Time
Starts: 07/13/2017


Provide overall administrative support to VP of Publishing Operations and a busy publishing operations department. The position will allow incumbent to learn about book production while managing the administrative functions of the department. Position does entail duties that are physically demanding.  

Executive Administrative tasks:

  • Heavy calendar management
  • Arrange and coordinate domestic/international travel schedules and reservations
  • Coordinate and arrange department and interdepartmental meetings on behalf of VP
  • Special Projects as needed

Department Administrative tasks

  • Un-pack and traffic heavy volume of proofs and mail upon arrival to Production daily
  • Pack and ship packages to various vendors daily. Track packages as required and follow-up with vendors, printers and couriers as needed
  • Unpack and distribute heavy volume of advances
  • Keep packing materials organized and available and maintain office supply closet i.e. order supplies upon request, fill the fax and printer when needed
  • Organize and collate invoices and purchase orders for weekly approval and transmit to finance. Work with finance to reconcile issues as needed and maintain record of approved invoices
  • Prepare for 5 – 6 weekly department and interdepartmental meetings through proactive information management, printing and organizing materials
  • Request and route final archive files for all titles
  • Manage team vacation request forms and vacation calendar
  • Create transmittal forms, files and labels for each season on behalf of production managers


  • Candidate must be extremely energetic, organized, and detail-oriented with excellent time management skills
  • Candidate must be a proactive problem solver and a team player
  • Ability and willingness to lift cartons/packages weighing 20-40 pounds
  • Ability to maintain confidentiality
  • Knowledge of Microsoft Office
  • Associates or Bachelor’s degree
  • An interest in book production
  • Minimum 1 year of experience working as administrative assistant 

Please include the Title Of The Position in the subject line. Please send your salary requirement as well.


ABRAMS is the preeminent publisher of high-quality illustrated books for adults, adolescents and young children. ABRAMS is the publisher of bestsellers such as the wildly popular "The Diary of A Wimpy Kid" series, award-winning cookbooks of Alton Brown and the stunning photography of Yann Arthus-Bertrand's "Earth From Above" series. We offer competitive salaries, generous benefits, 401 (k) plan, tuition assistance, summer hours and paid Christmas week vacation. Visit our website at www.abramsbooks.com

Email your resume to jobs@abramsbooks.com.

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