Assistant to the Publisher & EVP (Book Group)
600 Rinehart Rd, Lake Mary, FL 32746, USA
The mission of the Assistant to the Publisher/EVP is to be proactive in anticipating needs and tracking all administrative details helping facilitate the Publisher/EVP’s highest impact on our business. You will play a key role and be expected to perform at consistently high levels of administration, communication, and collaboration allowing the Publisher/EVP to develop a vision and strategy for all aspects of Charisma House in achieving our revenue, profitability and missional goals.
You must ensure administrative tasks and projects are completed efficiently, accurately while representing the Publisher/EVP and Charisma House in a positive and professional manner at all times.
This position is designed to assist the Publisher/EVP by proactively supporting them in managing their two most important assets: time and focus, in order to help the executive lead Charisma House effectively.
ESSENTIAL DUTIES, RESPONSIBILITIES and PROFICIENCY:
Manage the Publisher/EVP calendar. This includes setting internal / external appointments, conference calls, etc. weekly calendar proofing, rearranging appointments as needed, and helping them maximize their time by shortening or safely exit meetings whenever possible etc.
Manage communications through processing emails for Publisher / EVP
Create agendas for all key book group meetings with leaders and other key staff, while gathering documents/notes needed, booking planning time in the Publisher/EVP calendar and help think through any important factors in advance.
Facilitate meetings. This includes scheduling the meeting space, arranging any catering or special equipment needed, calling the meeting to order and handing the agenda to the Publisher/EVP and meeting attendees.
Time keeping during meetings to ensure the agenda is fully covered, stopping long discussions for a decision, etc. and finally ending meetings by summarizing decisions made, and action items assigned.
Host authors and other guests on behalf of the Publisher / EVP when they visit the building.
Interface with authors as needed, on behalf of the Publisher / EVP.
Handle research, reporting and fact checking for the Publisher/EVP, as needed, ahead of important meetings, travel, etc.
Handle various project management / goal tracking tasks, to help the Publisher/EVP focus on decision making and motivating the team.
Handle delegated content creation for email drafts, reports, etc. as needed.
Make all travel arrangements for Publisher / EVP
Prepare expense reports submitted after business trips
Arrange monthly Publisher letter and mailing of new books to authors with new releases.
Maintain Publisher / EVP contact file, keeping it clean and up to date
Assist Publisher / EVP in communicating creating any necessary reports for finance meetings, acquisition, sales conference, strategy sessions, and more, as needed.
Keep monthly financial reports updated in the financial notebook.
Facilitate the creation for all reports needed in semi-annual Post-Mortem meetings (P&L reports, graphs, and summary sheet)
Arrange the purchase of business gifts, errands, for authors, customers, or other business purposes.
Consume some of the content (books, podcasts, articles, etc.) the Publisher/EVP consumes, in order to align thinking and creative energy.
Abide by all policies and procedures of Charisma Media.
Quality Communication: Must be an excellent communicator, in both written and oral form. This includes proficiency in spelling, grammar, and punctuation. This also includes being able to take a large amount of information and summarize it quickly both in writing and orally on a regular basis. You must also be able to track communication (and be very responsive) across multiple channels without losing any details.
High Level of Discretion: You will regularly work with confidential information, discretion and sensitivity regarding financial, contractual and industry related information is a must.
Team Player: In addition to working directly with the Publisher/EVP, you will also work with members of the management team from other departments and areas. They’ll need to be able to collaborate and communicate well with these team members, maintaining a can-do spirit and not complaining, making excuses, or gossiping.
Anticipating Needs: As a part of our commitment to enabling our Publisher/EVP to serve our company and customers at the top of his game, the assistant will strive to anticipate needs and eliminate friction whenever possible. This means you know how to stay five steps ahead of your leader, clearing the path for him to make his greatest contribution.
Affinity for Technology: The assistant will be technologically savvy and will not be intimidated by learning new technology. Proficiency in the following tech platforms is ideal: G Suite (Google office apps and platforms), Zoom, Microsoft Office Suite, Social Media apps, iOS / Android, etc.
EDUCATION and/or EXPERIENCE
Minimum of 2-4 years of Executive Administrative Assistant experience required.
CLERICAL SKILLS /MATHEMATICAL SKILLS
MS Office, Excel, PowerPoint, Outlook
Ability to bend, reach and lift boxes or office supplies up to 30 lbs.
All your information will be kept confidential according to EEO guidelines.
TO APPLY: For immediate consideration, please apply directly https://charismamedia.com/work-with-us/ - be sure to mention CFEC.org Job Posting