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Administrative Assistant

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

This is a critical position providing professional leadership for the efficient administration of all operational activities in the IPG C-Suite and Executive Committee. The ability to work in a fast-paced environment with strong attention to detail is essential.

Responsibilities and Duties

  • Manages and coordinates complex executive calendars, requiring clear communication with both internal and external executives and assistants, including:
    • Coordinating all logistics—checking attendee availability, sending meeting invitations, booking meeting rooms, setting up conference calls, organizing catering, and providing relevant materials when applicable.
    • Creating, collecting items for, and maintaining meeting agendas for one-time and recurring meetings.
    • Coordinating meeting schedules, including meals and in-booth meetings, for major book fairs such as Book Expo, Bologna Book Fair, London Book Fair, and Frankfurt Book Fair.
    • Booking restaurant reservations.
    • Managing employee time off requests.
  • Greets and directs visitors, managing all reception duties as needed.
  • Monitors office supply levels and reorders when needed and by request.
  • Takes and distributes detailed meeting minutes as requested.
  • Maintains and monitors executive office records, files, and logs; obtains signatures and approvals on official documents.
  • Types, edits, prints, and files memos, documents, and other communications with attention to detail; independently develops responses to letters and correspondence on behalf of executive, as appropriate.
  • Assists with completion of necessary PowerPoint presentations or Excel reports.
  • Assists in event planning for internal summits, networking events, and socials.
  • Represents the company in a positive, friendly, and professional manner to both internal and external contacts.
  • Independently performs confidential office/administrative duties with speed, accuracy, and a positive attitude; maintains highest levels of confidentiality.
  • Provides additional support as necessary, including special projects as needed and other duties as assigned.
  • Bachelor's degree required
  • 3-5 years of administrative support experience
  • 1-3 years of publishing industry experience
  • Knowledge of operating standard office equipment
  • Exceptional interpersonal skills
  • Advanced knowledge of Microsoft Word, Excel, Outlook, and PowerPoint
  • Excellent written and verbal communication skills
  • Ability to complete projects accurately and in a timely manner
  • Independent judgment to plan, prioritize and organize diversified workload
  • Ability to work well with others and with different levels of management
  • Physical abilities: Able to sit or stand for long periods of time in an office environment
  • Travel requirements: Less than 5%
  • Must be able to work remotely on a temporary basis due to COVID-19. This includes a dedicated workspace and access to reliable internet

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.

About the Company

IPG is the original independent distributor of books, ebooks, and audiobooks from publishers around the world, and a top 10 supplier of book content to, Barnes & Noble, independent bookstores, libraries, and specialty markets, in addition to thousands of retailers globally.

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. IPG was acquired by Chicago Review Press in 1987. In the fall of 2006, Chicago Review Press, Inc., the parent company of IPG, bought Trafalgar Square Publishing, Inc., the leading North American distributor of UK publishers. Trafalgar Square Publishing was founded in 1973 and as a division of IPG, now distributes products from clients such as Penguin Random House UK, Australia, New Zealand, and China; Allen & Unwin; The History Press UK; Amberley Publishing; HarperCollins UK; Pan Macmillan; and John Blake.

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, children’s, and general nonfiction and fiction titles.