Greystone Books is looking for an Operations Manager and Executive Assistant
This is a senior administrative position with a dynamic trade publishing company of nonfiction books for adults and books for children. Greystone Books is based in Vancouver and publishes English books in Canada and around the world.
This position reports to the CEO and works under the direction of the CEO and the Publisher. It is responsible for managing and implementing various key operational programs, corporate tasks, corporate publishing activities, and administrative support as follows:
- Grants. With the assistance of the Greystone Accountant, administers all aspects of Greystone’s grant and subsidy programs, researches possible new and existing public and private sources of funding, and submits applications in a timely manner and communicates results to appropriate people.
- Office Management. Oversees and manages office administrative programs, systems, IT, personnel policies, interns, administrative staff and other office and inter-office systems to ensure the efficient running of the Greystone office and relationships with external and related offices.
- Contracts. Provides assistance and support to the Contract Manager and prepares all adult author contracts for approval and arranges for documents to be signed and circulated internally and to others.
- Corporate Policies. Manages the development and implementation of Greystone corporate and staff Policies including Respectful Workplace, Anti-Racism-Diversity-Inclusion, Personnel and Environmental programs.
- David Suzuki Institute Partnership. Maintains funding records, prepares agendas and other materials for DSI/Greystone Publishing Committee, schedules meetings and produces follow-up minutes from meetings. Ensures imprint appears on supported books and distributes books to committee members.
- Publishing Board. Schedules Pub Board Meetings and ensures material is prepared and circulated in advance of meetings, produces and circulates follow-up minutes from meetings.
- Editorial and Corporate Publishing. Identifies possible authors, artists and other creators and sends to appropriate editors. Researches, identifies and recommends potential corporate publishing clients and ideas. Manages corporate publishing projects on behalf of corporate clients until book is in internal systems and ensures ongoing contact with corporate clients.
- Executive Assistance. Provides confidential administrative support to the CEO on shareholder, legal, accounting and other corporate matters. Assists with scheduling and calendar maintenance for CEO and the full publishing team. Also provides administrative support for the Publisher as required. Participates in, and records details and follow up from, meetings as appropriate and directed.
The position is office-based in Vancouver’s Railtown district.
- Good written and verbal presentation abilities.
- Good understanding of office technology including basic office hardware and software including proficiency in Word, Excel, Outlook and PowerPoint especially.
- Ability to manage multiple projects simultaneously, and to manage details within projects.
- Office Administration experience is an asset.
- Publishing Experience an asset
- Graduation from a University Program or equivalent
Applications should be submitted to Alex.firstname.lastname@example.org by March 20, 2023.