Administrative Assistant to Department Head (NYC Hybrid)

About the position

The HarperOne Group, a division of HarperCollins Publishers, is seeking an Administrative Assistant to support the President and Publisher. This role involves managing day-to-day office operations, interacting with various departments, and maintaining organized files and schedules. The position offers visibility across all imprints and requires a hybrid work arrangement with approximately three days per week in the NYC office.

Responsibilities

• Administers the day-to-day office operations of the President and Publisher.
• Processes invoices and handles travel and expense (T&E) reports; circulates T&E balances monthly.
• Manages demanding calendars and maintains organized files.
• Provides telephone coverage and screens/prioritizes mail.
• Maintains relationships with authors and agents.
• Schedules and prepares for meetings of all sizes, coordinating multiple busy calendars.
• Makes travel arrangements and prepares itineraries.
• Orders supplies for the department.
• Maintains ongoing group documents including editor bios.
• Maintains strict confidentiality of data and sensitive information.
• Arranges in-person meetings with agents, authors, and other partners; reserves and sets up conference rooms for these events.
• Assists with office conference room tech setup.
• Handles special projects in the department as needed.

Requirements

• College degree or equivalent work experience.
• A minimum of one-year prior relevant office support experience.
• Strong interest in learning the processes of publishing and a career in marketing/social media.
• Detail-oriented, well-organized, and able to prioritize responsibilities under pressure.
• Ability to interact confidently with internal and external executives in a personable and professional manner.
• Ability to identify and troubleshoot departmental issues before they become problems.
• Ability to work without supervision on complex projects.
• Excellent communication skills in English and an advantage in other languages.
• Exceptional writing skills.
• Proficiency with Microsoft Word, Excel, and PowerPoint.

Benefits

• Comprehensive and highly competitive benefits package including physical health, retirement and savings, caregiving, emotional wellbeing, and transportation benefits.
• Elective benefits that employees may select to best fit their needs and personal situations.