Administrative Assistant

FLSA Status: Non-Exempt
Reports to: Chief Financial 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 Penguin Random House UK, Australia, New Zealand, and China; Summersdale; Pavilion Books; Allen & Unwin; The History Press; Amberley Publishing; HarperCollins UK; Pan Macmillan; and John Blake.

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:

This is a critical position providing professional leadership for the efficient administration of all operational activities in the IPG C-Suite. This individual will also need to assist the extended leadership team from time to time.  The scope will consist of calendar, expense and event management; travel arrangements; organizing domestic and international calls and meetings; preparation of agendas for leadership and Board meetings; development of executive and Board presentations (including a high level of competency with Microsoft Office software - Word, Excel, PowerPoint); researching information and analyzing data; drafting and editing written communications; extracting and summarizing information, and identifying operational workflow improvements.  The ability to work in a fast-paced environment with strong attention to detail is essential.

Key Responsibilities:

  • Answers phones and directs all incoming calls to appropriate party promptly and efficiently; takes and transmits messages in a professional manner.
  • Heavy calendar management including the coordination of complex executive meetings. Requires interaction with both internal and external executives and assistants, as well as consultants.
    • Includes: checking for availability, sending meeting invitations, obtaining rooms, setting up bridge lines, catering, confirmation of attendance, sending reminders and rescheduling as needed, and providing relevant materials when available. 
    • Maintains, and monitors executive office records, files, and logs; interprets and explains complex organizational policies, rules, and regulations in response to requests, or refers inquiries as appropriate.
  • Makes travel arrangements (domestic & international) within company policy.
    • Includes: booking air, car and hotel; generates itinerary with all contact numbers and information and attaches necessary documentation needed for trip; updates calendar with all information.
  • Creates, updates and submits expense reports in a timely manner.
  • Photocopies and distributes documents as needed; opens and distributes mail; processes overnight deliveries.
  • Types, edits, prints and stores memos/documents with attention to detail; independently develops responses to letters and correspondence on behalf of executive, as appropriate.
  • Assist with completion of necessary presentations or Excel reports as requested.
  • Prepares and edits visual presentations in PowerPoint. 
  • Prioritizes and manages multiple time-sensitive projects simultaneously, and follows through on issues in a timely manner; independently follows-up on deliverables due to executive(s), as appropriate.
    • Checks deadlines on incoming requests and puts preliminary work in play.
  • Other specific project management responsibilities may be assigned to this role if/when the scope of this position is expanded to provide support to additional executives Professional and Positive Representative of Company
  • Represents the Company in a positive, friendly and professional manner to both internal and external contacts; receives and directs visitors in a professional manner.
  • Independently performs confidential office/administrative duties with speed, accuracy and a positive pleasant attitude; creates and maintains highest levels of confidentiality when dealing with proprietary information

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.

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