Job Description

Overview

The Zondervan Bible Team is committed to building a diverse and inclusive team and highly values diverse backgrounds and insights that fuel our innovation.

Join the worlds leading Bible publisher and be part of our mission to inspire the world. The Zondervan Bible team at HarperCollins Christian Publishing is seeking an Administrative Assistant to join our dynamic and goal-oriented team. This team leads the primary stewardship responsibility for the following Bible translations: NIV, NIrV, NASB, NRSV, and Amplified.

This cross-functional role provides administrative support to the VP/Publisher for Zondervan Bibles and SVP, Marketing and New Initiatives, as well as support for the marketing and editorial teams. The ideal candidate will be team oriented, detail oriented, highly productive, and proactive.

Responsibilities

* General office responsibilities, including but not limited to:
* Mail/telephone/ordering supplies

* Provide office equipment oversight

* Submit work orders for customer support/facilities/copy center as needed

* Scheduling/conference room booking as needed

* Plan/set up departmental meetings:

* Monthly Zondervan Bible Team meetings (Bibles)

* Monthly ZBLT meetings (Zondervan Bible Leadership Team) (Bibles)

* 1:1 meetings with direct reports (Bibles and Marketing Operations)

* Monthly MLT (Marketing Leadership Team) meetings (Marketing)

* Arrange team special events (Christmas Potluck and other special occasions as appropriate)

* Serve as Accounts Payable point person/process invoices:

* Set up all new vendors in the Coupa platform

* Complete New Supplier Request in Coupa and attach W-9

* When editorial invoices are received, complete Request For Payment form, get approval signature, and submit to A/P

* When marketing invoices are received, commit through the JDE platform and submit to A/P

* Editorial Support:

* Set up project records/ISBNs in MDM with publication dates scheduled by the Managing Editor and set up Marketing ISBNs at the request of Bibles Marketing staff to ensure alignment with corresponding product releases.

* Perform editorial operations support tasks (format proofreading, blues checks/CTP proofs, prepress checks, small proofreading jobs), assist Bible Development Editors with editorial tasks as requested (copyright pages including updated templates and updates for all information on the copyright page, pagination guides, UPS mailing slips, printing manuscripts).

* Assist Development Editors with coding of manuscripts

* Along with editors and publishers initiate/complete process for enlisting and hiring freelancers and setting them up as Independent Contractors.

* Central Marketing Support:

* Track inclusion of new assets into Canto DAM and report additions on a monthly basis.

* Coordinate every other month Marketing Operations meetings with VP Digital Marketing.

* Document monthly partnership meeting with note distribution for Urban Ministries partnership.

* Travel and Expenses:

* Arrange travel and enter information on calendars flights, lodging, and rental car for SVP and VP/Publisher

* Prepare Concur company credit card travel and entertainment expense reports for SVP and VP/Publisher

* includes coding, business purpose, attaching receipts

* Prepare P-card expense report for Senior Director of Marketing;

* includes coding, business purpose, and attaching receipts

* Create monthly travel charts to distribute to department heads in the Bible Team (as requested)

* Supplies and Storage:

* Place gratis/comp orders for SVP, VP/Publisher, Bible and Marketing Team through the CTB platform. Order books in-house and from outside sources as needed.

* Order office supplies for entire department as needed.

* Manage the Bible product library (maintain department bookshelves and Publishers Office).

* Manage Bible area in the Vault.

* Calendar and Communications:

* Maintain appointment calendar, assist with e-mail messages and coordinate meetings.

* Accept or decline meeting invitations when appropriate.

* Liaise with other EAs for scheduling.

* Create/revise PowerPoint presentations and Excel spreadsheets.

* Provide hospitality to outside guests and vendors: register guest on Outlook guest calendar; provide catering as requested (may include set up/tear down).

* Serve as backup to other EA team members, as appropriate.

* Facilitate performance review process.

* Field customer inquiries when forwarded from Customer Service and facilitate the response process.

* Keep emergency contact chart current for Bible Team.

* New employee paperwork, IT requisitions and training as needed.

Qualifications

Work Experience: 3-5 years of previous administrative experience preferred. May be in the form of an office/team support role. Direct Manager level support preferred.

Education: Bachelors degree preferred or equivalent work experience

Industry Knowledge: Knowledge of book publishing industry, especially editorial or creative teams preferred. Familiarity with key authors and agents in the industry a plus.

Skills:

* Excellent computer and Internet skills
* Exceptional written and verbal communication skills

* Highly organized

* Thorough knowledge of Microsoft Word, Excel, PowerPoint, and Outlook

* Excellent written, grammatical, and verbal communication skills

* Excellent interpersonal skills; ability to serve as liaison between/among various professional levels internally and externally

* Strong project organizational skills

* Able to quickly prioritize and pivot

* Strong problem-solving skills

HarperCollins Christian Publishing is an Equal Opportunity Employer

Job Locations US-MI-Grand Rapids

Category Administration

Equal Opportunity Employer

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, protected veteran status, or disability status. EEO/AA/M/F/Disabled/Vets