Snr Executive / Asst Manager (Publishing Administrator), Academy Publishing

Singapore Academy of Law; Singapore; On-site; SGD 60,000 - 80,000; Full time

Job summary

A leading organization in Singapore is seeking an Executive/Senior Executive, Publishing Administrator for its Academy Publishing Division. This role involves managing administrative tasks and ensuring compliance with publishing guidelines, requiring strong office administration experience and excellent communication skills. The ideal candidate will have a tertiary degree and proficiency in MS Office, excel at multi-tasking, and possess a meticulous eye for detail.

Qualifications

• Experience in office administration and communications.
• Strong multi-tasking ability while remaining focused.
• Excellent skills in people management.

Responsibilities

• Managing inbox and addressing queries promptly.
• Ensuring compliance with publishing regulations.
• Supporting author-related activities, including royalties management.

Skills

Organizational skills

Attention to detail

Communication

Proactive problem solving

English proficiency

Education

Tertiary degree

Tools

Excel

PowerPoint

MS Word

Business Central

Job description

Position: Executive / Senior Executive, Publishing Administrator, Academy Publishing

Reporting Structure

Report to:
(i) Director, Commissioning & Editorial, Academy Publishing Division; and
(ii) Senior Deputy Director, Publishing Operations, Academy Publishing Division

Key Responsibilities

1. Administrative tasks for the whole division:

• Inbox management (answering and escalating queries) of the Academy Publishing generic e-mail account, within set response times

• Addressing any matters raised by Call Centre, within set response times

• Drafting cover letters and e-mails, following SAL format and guidelines and of acceptable standard and appropriateness

• Organising meetings (meeting preparations including and not limited to F&B ordering, logistics), searching and booking of venues for AP Team monthly lunches, calendaring of such meetings and lunches

• Raising payment vouchers promptly for vendors, freelancers, suppliers, department claims

• Drawing up distribution lists for book titles, obtaining mailing list from editors and liaising with mailing house for the mailing out of journals

• Arranging for the prompt delivery of gratis copies, Authors’ Copies, Book Review Copies

• Ensuring AP obligations to collaborators (eg, content aggregators) are fulfilled

• Zoom account custodian

1. Ensuring AP has complied with necessary regulations and guidelines pertaining to publishing:

• Applying for publishing-related licences (eg, MCI(P) Numbers, ISBN)

• Sending copies to NLB and/or various other government bodies (under contractual or statutory obligation) when titles have published

• Ensuring compliance with PDPA in data collection of authors, contributors, partners and customers,etc; and sharing of customer information with vendors

• Maintains and updates AP’s central filing system (ie, Sharepoint) to enable quick and organised retrieval of information in the division

• Creates and maintains database of contracts with vendors, authors, suppliers, freelancers; ensuring these are documented

• Submitting forms to Supplier Selection Committee for inclusion of new vendors or for renewing existing vendors

1. Support the AP Team on author-related activities:

• Authors’ royalties management, including the drafting and sending out of royalty letters, obtaining payment details

• IMPRINTS (AP’s annual Contributors’ event)

1. Point of liaison between AP and SAL business units, especially relating to finance operating systems

2. Any other duties assigned by AP Management

Key Specification

• Tertiary degree

• Experience in office administration/communications with external parties

• Proficiency in Excel, Powerpoint, MS Word and Business Central

• Multi-tasker, ability to remain focused

• English language proficiency

• Proactive in dealing with matters, finding solutions to issues

• Strong organisational skills and excellent attention to detail and follow-up skills

• Excellent communication skills, as well as experience in people management

• Able to work independently as well as in a team

• Organised, meticulous

• Prior experience in a publishing environment will be an added advantage