Administrative Assistant, Art & Design (Temporary/Short-Term Assignment)

Simon & Schuster Australia; England; On-site; GBP 25,000 - 35,000; Part time

Job summary

A leading publishing company in the United Kingdom is seeking an Administrative Assistant in Art & Design for a temporary role expected to last approximately 3 months. This position involves managing permissions for artwork, issuing purchase orders, and coordinating with various departments. Candidates should possess strong communication and tracking skills, as well as basic knowledge of design software like Indesign and Photoshop. This is a dynamic role supporting various publishing functions in a fast-paced environment.

Qualifications

• Experience in handling permissions and negotiating fees.
• Ability to manage invoices and track art ownership.
• Familiarity with managing online art and images.

Responsibilities

• Clear permissions for artwork and photography.
• Issue purchase orders and track invoices.
• Manage design and art credit information.

Skills

Strong communication skills

Tracking skills

Basic Indesign skills

Basic Acrobat skills

Basic Photoshop skills

Tools

TMM server

Digital Asset Management (DAM)

Job description

Administrative Assistant, Art & Design (Temporary/Short-Term Assignment)

Simon & Schuster was named to Forbes magazine list of America's Best Mid-Size Employers 2022. Simon & Schuster is a global leader in general interest publishing, dedicated to providing the best in fiction and nonfiction for readers of all ages, and in all printed, digital and audio formats. Its distinguished roster of authors includes many of the world's most popular and widely recognized writers, and winners of the most prestigious literary honors and awards. It is home to numerous well-known imprints and divisions such as Simon & Schuster, Scribner, Atria Books, Gallery Books, Pocket Books, Adams Media, Simon & Schuster Children's Publishing and Simon & Schuster Audio and international companies in Australia, Canada, India and the United Kingdom, and proudly brings the works of its authors to readers in more than 200 countries and territories. For more information visit our website at www.simonandschuster.com.

The Art & Design Assistant/Associate role is key to supplying our Adult imprints with the materials needed to sell our books. This position's tasks include:

• Clearing permissions, negotiating fees and appropriating rights for artwork and photography. Strong communication skills with colleagues, other departments and clients/freelancers/artists is necessary.
• Issuing purchase orders and FED forms, tracking and processing invoices, and archiving records.
• Trouble shooting with accounts payable for freelancer payments.
• Strong tracking skills for finding art ownership that is archival or found online.
• Working with our legal department to approve art usage.
• Negotiating and clearing art with movie studios.
• Creating 3D mock ups for Sales and Publicity.
• Supplying Sales, Ad/Promo, Subrights, Marketing and Editorial with covers and files.
• Managing the information on the DAM and the weekly Art Update that feeds to all Adult imprints.
• Working with the Digital and POD groups to keep our covers up to date and cleared in a timely fashion. Tracking rights of archival covers.
• Managing design and art credit information and font clearances on covers.
• Inputting production jacket/cover effects in TMM server.
• Photo and Art research.
• Managing and assigning art department mechanical routings.
• Overseeing the supplemental presentation for Sales Conferences which requires basic Indesign, Acrobat and Photoshop skills.
• Coordinating and recording Jacket meetings.
• General Ad Min support: Manage/order art and office supplies, schedule meetings, filing, retrieving, and backup of cover art files.

This is a temporary assignment expected to begin in early January and last ~3 months.