Executive Assistant
19 hours ago
Be the right hand to a book editor/writer working across multiple publishers and clients. You'll own the admin and operational "glue" calendar, scheduling, task follow-through, invoicing logistics and (if you have the background) support light editorial operations like fact-checking and style-sheet upkeep. Meticulous English, excellent judgment, and calm organization are essential
Key Responsibilities
Calendar & Capacity ● Manage Google Calendar: scheduling, holds, and focus blocks ● Translate new project scopes into realistic timelines using existing spreadsheets and historical durations; keep schedules current
Projects & Tracking ● Maintain simple trackers for manuscripts and deliverables (what's due from authors, what's due back ● Send concise status summaries and follow-ups so nothing slips
Invoicing & Admin ● Maintain a living reference of per-publisher invoicing rules (formats, portals, fields, contacts, due dates ● Prepare and send invoices in QuickBooks; ensure accuracy and on-time submission; file confirmations/receipts
Editorial Ops Support (Nice-to-Have but Valuable) ● Light fact-checking (verify dates, names, quotations) and consistency checks (proper nouns, spellings) without AI tools ● Initialize/maintain style sheets from templates; flag inconsistencies for editor review
Documentation & Improvement ○ Keep tidy SOPs/checklists; propose sensible tweaks to reduce rework ○ Protect confidentiality and handle sensitive materials with care
Must-Haves ● Impeccable written and spoken English (publishing-caliber clarity, zero typos ● 2–4+ years in an EA/operations, editorial coordination, or client-service admin role ● Habitual detail orientation and follow-through; you love turning notes into checklists and deadlines ● Proficiency with Google Calendar/Docs/Sheets and QuickBooks (invoicing ● Comfort learning client-specific rules and keeping them organized for fast retrieval ● Ability to work a consistent routine with some CT overlap and deliver within agreed turnaround times ● Strict no-AI usage for manuscripts/research (contractual requirement
Nice-to-Haves ● Experience in publishing, editing, or literary environments (familiarity with style sheets; CMS/AP awareness ● Experience with Bonsai (or similar project systems) and simple tracker/report building in Sheets ● Light research/fact-checking background using credible sources and citations ● Familiarity with safeguarding author/publisher IP and NDAs. Tools You'll Use Google Workspace (Calendar/Docs/Sheets), QuickBooks, Bonsai (PM), email/Zoom/Slack (or similar
What Success Looks Like (60–90 days) ● Calendar and capacity plans reflect reality; deadlines are met without fire drills ● Invoices go out accurately and on time; publisher rules are centralized and easy to follow ● Deliverable trackers are current; editor always knows "what's due next." ● (If applicable) Style sheets are up to date; factual inconsistencies are flagged early Why Join Assist World?
% REMOTE $50 birthday bonus $200 testimonial bonus $300 tenure bonus every 6 months $500 entry monthly raffle NO TRACKER. NO PROBLEM
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