This position is responsible for providing a variety of administrative duties to the Publisher, as well as providing general assistance and support to the Sales and Marketing Department.
Major Job Responsibilities
Organizes and expedites flow of work through the Publisher’s office and in the department as a whole.
Maintains calendar for Publisher, which includes scheduling meetings and accepting/declining commitments on his/her behalf. Assists in the scheduling of meetings for other staff in the department as needed.
Makes travel arrangements, creates travel authorizations and submits expense reports for Publisher, Sales and Marketing staff, and other Getty Publications staff.
Composes business correspondence, reports, confidential documents and/or forms, and related materials and/or guides the work of other staff that produces these materials.
Drafts text, edits and proofreads marketing materials, including fliers, press releases and sales catalogues.
Assists in the administration of contracts. Drafts purchase orders, requisitions, and agreements with partners, vendors, freelancers, and outside institutions. Coordinates invoice payment and tracking.
Assists with management of social media accounts, including planning, content generation, implementation and analysis.
Assists with organization and logistics for book fairs, conferences, and other professional meetings.
Serves as resource to others on departmental policies and procedures and in the resolution of problems or issues. Provides guidance and direction to staff and/or external consultants.
Monitors Getty Publications general email accounts and responds to inquiries or requests for information.
Coordinates department functions including staff meetings, special events and team-building activities. Makes arrangements with external vendors for sites, facilities and catering as needed.
Assists in preparation of budget materials. Tracks and monitors budget expenditures, provides projections and reports on variances.
Coordinates allocation and distribution of complimentary copies of all Getty Publications.
Attends management meetings and records minutes.
Maintains and updates Getty Publications database.
Provides other general support as needed.
High school diploma/GED; Bachelor’s degree preferred
Minimum 3-4 years related experience
Proficient computer skills and demonstrated experience with office software and email applications
Demonstrated ability to follow through and complete assigned tasks