Administrative Assistant/Office Assistant

Sourcebooks•New York, NY

2d•Hybrid

About The Position

At Sourcebooks, we're looking for an Administrative Administrative/Office Assistant who thrives on making the complex look effortless. This is a highly visible role at the center of our New York office—supporting senior leaders, creating an exceptional experience for employees and visitors, and ensuring the office operates with warmth, professionalism, and precision. If you're energized by variety, love solving problems before they become problems, and enjoy being the person everyone can count on, we'd love to meet you. Where “I’ll figure it out” is your favorite phrase. Some people wait for instructions. You spot the gap before anyone asks you to fill it. We're looking for an Administrative Assistant who thrives on variety, not routine — one minute rebuilding a calendar around a last-minute travel change, the next greeting a visiting author, and the next troubleshooting a supply order before anyone notices it was ever a problem. This role supports two senior leaders — our SVP, Publishing Director and SVP, Sales — and serves as the on-site heartbeat of our New York office, keeping both executives organized and prepared and the office running like it should. You thrive in a fast-paced environment, remain calm when priorities shift, and take pride in creating an office experience that is warm, welcoming, and seamlessly organized for employees, authors, guests, and partners. This is a hybrid role based in our New York, NY office, requiring on-site presence a minimum of 4 days per week. We are seeking candidates who can commute to our New York City office and are not considering candidates who would need to relocate for this position.

Requirements

2–3 years of administrative or coordination experience, ideally supporting more than one person
A bachelor’s degree
Strong written and verbal communication skills, with a professional, polished touch
The ability to pivot fast when priorities shift, and see feedback as fuel, not friction
Discretion and sound judgment when handling sensitive information
Proficiency with Microsoft Office (Outlook, Word, Excel), and comfort learning new tools
A genuine interest in books and publishing is a must

Responsibilities

Manage complex, active calendars for two SVPs — scheduling meetings, resolving conflicts, and protecting time for priorities
Coordinate travel, including booking, itineraries, and expense reporting
Prepare and organize materials ahead of meetings, and track follow-ups and action items to completion
Draft, proofread, and send communications on behalf of the SVPs, and help prepare decks, reports, and correspondence
Serve as the first point of contact for the NYC office — welcoming visitors, handling mail and deliveries, and keeping shared spaces running smoothly
Coordinate with building management and vendors, and keep supplies stocked and organized
Bring an eye for AI-assisted tools (think ChatGPT, Claude, Monday.com) to streamline scheduling, docs, and office processes