Administrative Assistant – 12 month FTC

Jobtailor; Greater London; On-site; GBP 25,000 - 38,000; Full time

Job summary

Jobtailor in the United Kingdom is seeking an organized administrative assistant to support authors, manage queries, and handle clerical tasks. You will liaise with editors in multiple regions and maintain systems.

The role emphasizes attention to detail, strong communication, and the ability to prioritize, with responsibilities spanning data management, scheduling, event coordination, and document preparation.

Qualifications

• Administrative experience required.
• Strong communication, planning and organizational skills.
• Ability to build trust, teamwork and customer orientation.
• Problem-solving, decision-making and prioritization skills.
• Proficiency with Microsoft Office and other apps and systems.

Responsibilities

• Provide administrative and clerical support as frontline contact for authors and queries.
• Complete template letters, email authors, track responses and liaise with stakeholders.
• Update author information and manage databases using internal systems.
• Schedule books, prelims, templates, edit copy and support Modern/Presents administration.
• Support editorial teams in Toronto and New York on specific projects.
• Prepare monthly leadership reports and maintain logs.
• Assist with Art Fact Sheet alerts, deflags and contract forms.
• Track team expenses through internal approval system.
• Manage unsolicited manuscripts through Submittable; read slush and reply promptly.
• Book meetings and rooms, and arrange travel as required.
• Organize author events, including invitations, catering and staffing.

Skills

Administrative Experience

Microsoft Office Proficiency

Communication Skills

Organizational Skills

Problem-Solving Skills

Tools

Submittable

Internal Systems

Job description

• Provide administrative and clerical support as the frontline contact for authors and general queries, including troubleshooting


• Complete template letters, email authors, track responses and liaise with stakeholders


• Update author information and manage databases using internal systems


• Schedule books, complete prelims, create templates, edit copy and provide administration for Modern/Presents as required


• Support Toronto and New York editorial teams on specific editorial projects


• Prepare monthly leadership reports and maintain effective logs


• Support the editorial team with Art Fact Sheet alerts, deflags and AAs, contract proposal forms, author queries and presentation materials


• Track team members' expenses through the internal approval system


• Manage and assign unsolicited manuscripts through Submittable, read slush and provide timely responses


• Book meetings and rooms, and make travel arrangements as required


• Organize author events, including invitations, catering, decoration and staffing arrangements

Requirements

• Administrative experience


• Strong communication, planning and organizational skills and attention to detail


• Capacity to build trust, teamwork, collaboration and customer orientation


• Problem-solving, decision-making and prioritization skills


• Proficiency with Microsoft Office and other apps and systems

Core Competencies

Demonstrates strong administrative and organizational capabilities, with proficiency in Microsoft Office and effective communication skills. Capable of managing editorial projects, author interactions, and maintaining databases while ensuring attention to detail and collaboration.

Highest-signal resume keywords

• Administrative Experience


• Microsoft Office Proficiency


• Communication Skills


• Organizational Skills


• Problem-Solving Skills

Soft Skills

• Attention to Detail


• Teamwork


• Collaboration


• Customer Orientation


• Decision-Making

Industry Keywords

• Editorial Support


• Author Management


• Database Management


• Event Organization


• Expense Tracking

Tools & Technologies

• Submittable


• Internal Systems