Greystone Books – Vancouver, BC
Greystone Books, a dynamic trade publishing company specializing in nonfiction books for adults and children, is seeking a highly organized Operations Coordinator/Manager & Executive Assistant to join our team. Based in Vancouver, we publish English-language books in Canada and worldwide.
In this key administrative role, you will report to the CEO and work closely with both the CEO and Publisher in our Railtown office. You will be responsible for coordinating and implementing essential operational programs, corporate initiatives, and administrative support functions.
Key Responsibilities:
• Grants & Subsidies – Lead and administer all aspects of Greystone’s grant and subsidy programs, collaborating with relevant staff.
• Contracts – Support the Contract Manager by preparing adult author contracts and rights contracts for approval, managing documentation, and overseeing the signing and distribution process.
• Management & Financial Meetings – Coordinate monthly management review meetings and quarterly executive financial meetings, including scheduling, preparing materials, and taking minutes.
• Publishing Support – Organize meetings, maintain records, and manage tasks related to the David Suzuki Institute and other specialized publishing programs.
• Office Management – Oversee administrative systems, IT coordination, personnel policies, interns, and administrative staff to ensure smooth office operations.
• Corporate Policies – Manage the development and implementation of key corporate policies, including Respectful Workplace, Anti-Racism, Diversity & Inclusion, Personnel, and Environmental policies.
• Executive Support – Provide confidential administrative support to the CEO, Publisher, and Associate, Publisher, including scheduling, record-keeping, filing, and minute-taking.
Qualifications & Skills:
• Experience in an administrative role
• Proficiency in Google Suite and Microsoft Office
• Exceptional organizational, communication, and problem-solving skills
• Strong attention to detail and ability to multitask in a fast-paced environment
• Ability to work under pressure and meet deadlines
• Experience in contract management is an asset
Why Join Greystone?
Greystone Books is an equal opportunity employer and encourages applications from all qualified candidates.
Compensation and title for this role will be commensurate with experience. Benefits include:
• Extended health coverage
• Professional development opportunities
• Complimentary and discounted books
• Hybrid work options (available after an initial training period)
How to Apply
To apply, please submit a cover letter and resume with the subject line “Operations Coordinator / Manager” to meghan.vestad@greystonebooks.com by March 19th.