Admin Assistant (Publications)

Work Schedule: 9:00 AM to 6:00 PM with a 1-hour unpaid break

Location: Remote

About The Role

We are seeking a highly organized and detail-oriented Administrative Assistant to join our Publications Team. This role is critical in ensuring the smooth operation of our publishing processes, financial audits, inventory management, and quality assurance. The ideal candidate will have excellent communication skills, a strong eye for detail, and the ability to manage multiple tasks efficiently.

Key Responsibilities

• Publishing and Editorial Compliance:
• Publish approved news stories across various publications as part of clients’ publication plans.
• Ensure all submitted news stories comply with the editorial guidelines of the selected publications.
• Financial Audits and Negotiations:
• Conduct monthly audits of deals with publications to identify recurring or ongoing costs with suppliers.
• Identify and pursue opportunities to negotiate better pricing with suppliers.
• Inventory Management:
• Manage the inventory of publications, ensuring accurate tracking and reporting.
• Calculator Updates and Quality Assurance:
• Update calculators whenever new publications are received or updates occur.
• Conduct quality assurance checks to ensure calculators contain updated and accurate information.
• Tickets Resolution:
• Monitor and resolve publication-related issues promptly to minimize disruption to operations.
• Other Duties:
• Perform additional duties and special projects as assigned by the owners and CEO.

Requirements

• Proven experience in an administrative or similar role, preferably within a publishing or media environment.
• Strong organizational and time-management skills.
• Excellent attention to detail and ability to adhere to strict guidelines.
• Proficiency in using spreadsheets and other tools for tracking and reporting.
• Strong negotiation and problem-solving skills.
• Ability to work independently and as part of a team.
• Excellent written and verbal communication skills.

Benefits

• Be part of a dynamic and supportive team.
• Opportunity to work with global clients and gain valuable experience in the publishing industry.
• Flexible remote work environment.