Sr. Administrative Assistant

Sr. Administrative Assistant
Nashville, TN
Published
September 7, 2021
Location
Nashville, TN
Job Type
Category

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.

 

Responsibilities include:

  • Provide Administrative support
  • Assist in scheduling meetings and provide assistance to the VP with appointment calendar
  • Coordinate the scheduling of department meetings and special events
  • Complete expense reports and purchasing card 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 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 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 emergency procedure

 

Skills & 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
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