Senior Administrative Assistant

Description

SHR Talent is currently seeking a full-time Sr. Administrative Assistant on behalf of a client in Nashville. The Sr. Administrative Assistant must support the publishing team with excellence, creativity in problem-solving, and perseverance to help them reach their goals. This position is one that is in the center of the entire department and helps the VP/Publisher execute team leadership and departmental success.

Essential Job Functions

• Provide administrative support
• Assist in scheduling meetings and provide assistance to the VP with the appointment calendar
• Coordinate the scheduling of department meetings and special events
• Complete expense reports and purchasing cards on a monthly and timely basis
• Serve as liaison between VP and his direct reports
• Facilitate department overhead budget reviews periodically, including monthly editorial travel and entertainment budget updates
• Manage travel arrangements when necessary
• Sort, review, and prioritize all mail and correspondence and maintain electronic and paper files
• Care for miscellaneous requests and projects
• Maintain strict confidentiality of data and other sensitive information
• Submit payments
• Collect photo and release form
• Communicate address updates
• Serve as accounts payable point person/process invoices and enter new vendors
• Ship contract copies
• Maintain department product library and offsite vault
• Maintain department spreadsheets and monitor shared-drive folders
• Create and send weekly sales report to the team and bi-weekly sales report
• Receive and place comp orders for staff
• Assist with influencer and launch team mailings and influencer mailings
• Manage endorsement process
• Manage marketing budget spreadsheets and process marketing invoices
• Responsible for ordering and distribution
• Update and send weekly PR list to the PR team
• General office management responsibilities
• Plan/set up departmental meetings/gatherings, scheduling/conference room booking
• Manage mail/UPS shipments/telephone/ordering supplies/filing
• Provide office equipment oversight & work orders for customer support/facilities/copy center
• New employee requisitions and training
• Provide hospitality to guests and visiting authors & oversee catering requests/guest passes
• Take the lead in encouraging a professional atmosphere
• Serve as point person for an emergency procedure

Qualifications

• 5-7 years of experience in administrative support roles. Must have experience directly supporting a Director and/or VP level member of management.
• Bachelor’s degree preferred or equivalent work experience.
• Familiar with the publishing industry and, specifically, Christian publishing is a plus.
• Excellent computer skills
• Exceptional attention to detail and results-driven
• Strong written and verbal communication skills
• Highly organized
• Strong project management skills

Apply now