The Antigonish Review - Administrative Assistant

St. Francis Xavier University•Antigonish, NS

7d•CA$20 - CA$24

About The Position

Reporting to the Editor, the Administrative Assistant is responsible for coordinating communications among the Editor, Associate Editors, student interns, and the hundreds of annual submissions of articles, poems, stories, and reviews. The incumbent assumes the Editor's responsibilities during absences and produces four issues of the literary magazine each year to camera-ready format. As a member of the editorial team, they assist with grant applications, annual government surveys, financial records, listservs, website maintenance, and updates to the magazine's cumulative index database. The Administrative Assistant is also responsible for the magazine's day-to-day administrative operations.

Requirements

Diploma or degree in Publishing, English, Communications, Business Administration, Office Administration, or a related field, or an equivalent combination of education and experience.
Experience with financial administration, including invoices, deposits, expense tracking, or bookkeeping.
Experience using Excel spreadsheets (for managing mail outs and contributor payments).
Experience providing administrative support in an editorial, publishing, communications, or professional office environment.
Excellent written communication, editing, proofreading, and grammar skills.
Demonstrated organizational skills with the ability to manage multiple priorities and meet competing deadlines.
Experience using Microsoft Office and database management software.
Strong customer service and interpersonal skills with the ability to communicate effectively with diverse stakeholders.
Ability to work independently while contributing effectively as part of a collaborative editorial team.

Nice To Haves

Experience with desktop publishing or document layout software is considered an asset.
Interest in literature, publishing, or the arts is considered an asset.

Responsibilities

Coordinate the editorial submission process for poetry, fiction, reviews, and articles from receipt through final decision.
Produce four annual issues of The Antigonish Review, including layout, proofreading, and preparation of camera-ready files for printing.
Serve as the primary point of contact for authors, editors, reviewers, contributors, subscribers, printers, and other external partners.
Support the editorial team by coordinating communications, tracking submissions, and assisting with editorial workflows and reviewer assignments.
Manage subscriber records, editorial databases, listservs, website updates, and the magazine's cumulative index.
Perform financial and administrative functions, including accounts receivable, petty cash, invoices, contributor payments, subscriptions, and expense tracking.
Coordinate magazine distribution, including mailing, Canada Post documentation, and liaison with printers and couriers.
Organize promotional activities and special events, including book launches, contests, advertising, and cover art coordination.
Prepare meeting materials, take minutes, maintain records, and provide general office administration and correspondence.
Assist with grant applications, government reporting, budget preparation, and funding and postal subsidy applications.