Administrative Assistant

FLSA Status: Non-Exempt
Reports to: Chief Executive Officer
Employment Status: Full-time

Established in 1971, Independent Publishers Group (IPG) was the first organization specifically created for the purpose of marketing titles from independent presses to the book trade. With consistent growth each year, IPG’s success has come from supporting and encouraging the growth of its client publishers in the United States and worldwide. IPG has a wide reach in the market with its distribution of publishers with academic, Spanish-language, computer, and general trade nonfiction and fiction titles. IPG was acquired by Chicago Review Press in 1987. In the fall of 2006, the senior management of Chicago Review Press, Inc., the parent company of IPG, bought Trafalgar Square Publishing, Inc., the leading U.S. distributor of UK publishers. Trafalgar Square Publishing was founded in 1973 and distributes for clients such as Aurum Press, Canongate UK, HarperCollins UK, Hodder & Stoughton, Headline, Orion Publishing, Random House UK, and Simon & Schuster UK. Currently, IPG offers six distribution programs.

IPG is the second largest independent distributor of books and e-books in the world, and one of the top 10 suppliers of book content to Barnes & Noble, Apple, Amazon.com, and Kobo, among thousands of other retailers globally. Want to know who’s behind that new book on your coffee table? Chances are good that your bookstore sourced it from IPG.

Summary:

IPG seeks a highly organized and adaptable Administrative Assistant. This role provides administrative and secretarial support to IPG executives and the accounting department. In addition to typing, filing and scheduling, this role will perform duties such as financial record keeping, coordination of meetings and conferences, and assistance on special projects. The ability to work in a fast paced environment with strong attention to detail is essential.

Key Responsibilities:

  • Schedules and organizes activities such as meetings, travel, conferences and department activities for the executive team
  • Prepare and modify documents including correspondence, reports, drafts, memos, and emails
  • Establishes, develops, maintains and updates filing system.
  • Drafts written responses or replies by phone or e-mail when necessary. Responds to regularly occurring requests for information
  • Takes messages or fields/answers all routine and non-routine questions
  • Works independently and within a team on special nonrecurring and ongoing projects. Acts as project manager for special projects, at the request of executives, which may include: planning and coordinating multiple presentations, disseminating information, or creating brochures.
  • Types and designs general correspondences, memos, charts, tables, graphs, business plans, etc. Proofreads copy for spelling, grammar and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.
  • Documenting and reconciling corporate credit card expenses.
  • Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Qualifications:

  • Bachelor's degree required
  • 5 years of administrative support experience
  • 3 years of general accounting experience required
  • Experience in publishing or media industry preferred
  • Bilingual English/Spanish ideal
  • Knowledge of operating standard office equipment
  • Exceptional interpersonal skills
  • Advanced knowledge of Microsoft Word, Excel, Outlook, and PowerPoint
  • Strong initiative and ability to manage multiple projects
  • Excellent written and verbal communication skills
  • Ability to complete projects timely and accurately
  • Independent judgment is required to plan, prioritize and organize diversified workload.
  • Ability to work well with others and different levels of management

Interested and qualified candidates should submit their cover letter, résumé, and salary requirements  to Jessie Jonik at jjonik@ipgbook.com. No phone calls, please.