FULL-TIME ADMINISTRATIVE ASSISTANT

Do you have a passion for the written word? Are you an extremely organized administrative assistant? An industry leading digital learning publisher is looking for you! The successful candidate will be a people person, who is dynamic, detail-oriented, professional and punctual. This position offers opportunities for advancement for the right candidate.

RESPONSIBILITIES:

• Manage reception area (greeting visitors, answering calls, screening and redirecting calls, taking messages, faxes, keeping updated phone lists)
• Prepare courier shipments
• Assist Purchase Ordering department with book orders (customer service, account / bookkeeping, answering pricing queries, track and record orders)
• Maintain executive schedules (assisting publisher and managing editor with conference marketing schedules, maintenance of electronic calendar of marketing events, coordinate appointments and meetings, track employee vacation dates, update contacts in address book)
• Travel booking (book flights and hotels, enter and track travel expenses
• Maintaining and updating company data for key contacts in Mac Address Bank
• Work with Marketing department to distribute press releases, mail out samples of new titles to prospective reviewers and wholesalers
• Order supplies, assist with mass mail-outs, type correspondence and special assignments as dictated by the Publisher.

QUALIFICATIONS:

• University degree in English, Commerce or Communications
• Excellent communicator, comfortable working with a diverse group of people
• Knowledgeable about standard office operating procedures such as filing and record keeping.
• Highly organized individual, able to organize and multi-task, work neatly, maintain records and support documentation in a high-pressure deadline-driven environment
• Able to monitor, balance and prioritize competing and conflicting demand within narrow timelines.
• Maintain the confidentiality and integrity of incoming and outgoing correspondence, both financial and legal.
• Working knowledge of word processing, basic spreadsheets, data bank programs, excel spreadsheets and Mac programs.
• Efficiency in data entry
• Attention to detail and accuracy in data entry a must
• Ability to work well within a group/team environment
• Ability to meet tight deadlines
• Experience using Macintosh computers and software