Administrative Assistant, Orbit

Hachette Book Group•New York, NY

7d•$50,000•Hybrid

About The Position

The administrative assistant will be responsible for providing administrative support and managing the daily office needs of the Orbit US team. This position will be based in the New York office on a hybrid office/work from home schedule. Orbit is a science fiction and fantasy publisher with dedicated publishing teams in the US and UK. In recent years, Orbit has published four Hugo Award winners: Ancillary Justice by Ann Leckie, which became the first novel to win every major award in the field; and N. K. Jemisin’s record-breaking Broken Earth trilogy (The Fifth Season, The Obelisk Gate, and The Stone Sky), marking the first time an author has won three back-to-back Hugo Awards, and the first time each book in a series has won the Best Novel Award.

Requirements

Excellent verbal and written communication skills
Strong organizational, project and time management skills
Ability to proactively prioritize and manage a wide range of tasks while remaining detail oriented
Must be experienced in Microsoft Outlook, Word, Excel and PowerPoint
Must maintain confidentiality

Nice To Haves

Enthusiasm for publishing and science fiction and fantasy genre books preferred

Responsibilities

Manage the group calendar, schedule meetings, and circulate documents and agendas.
Attend marketing and editorial meetings, capture minutes and circulate meeting documents.
Update marketing, publicity, and editorial planning documents.
Submit regular timesheets and expense claims for staff within the Orbit team
Produce and circulate weekly sales reports and distribute automatically generated reports.
Proofread marketing and publicity materials
Traffic and update seasonal sales materials including PowerPoint presentations, sales agendas, and fact sheets.
Place editorial and author galley orders, send finished copies to authors and agents, and assist with mailings for editorial, marketing and publicity departments.
Monitor email in-box and traffic author fan mail.
Handle various administrative duties as needed, including submitting time sheets, ordering supplies, maintaining the Orbit storage room, and assisting with department events.
Coordinate and prioritize editorial, marketing and design tasks and deadlines for maximum effectiveness, including liaising with other departments as needed