Executive Coordinator

F.A. Davis Company; Philadelphia, Northern (Philadelphia County, KY); Hybrid; USD 48,000 - 70,000; Full time

Benefits offered by this job

Remote work

Half-day Friday schedule (Apr-Oct)

Generous PTO

Life Insurance

Disability Insurance

Wellness initiatives

Family benefits

Tuition reimbursement

Professional development reimbursement

Top Workplace award

Job summary

F.A. Davis Company seeks a highly organized PS&D Executive Coordinator to support the Editor in Chief and the Product Strategy & Development department in essential administrative duties for publishing programs.

You will manage meetings, contracts, and payments, coordinating with content management and contributor teams, while maintaining confidential records and compliance across departments. Remote-friendly with generous PTO.

Qualifications

• Excellent written and verbal communication skills.
• Strong organizational skills and attention to detail.
• Ability to manage multiple projects with confidentiality.

Responsibilities

• New Product and Checkpoint Meetings: prepare agendas and schedule weekly company meetings.
• Organize and maintain document archives.
• Draft, contribute to, and manage Work-for-Hire agreements.
• Route agreements through DocuSign and track status.
• Maintain contract status reports and files for executed contracts.
• Coordinate with Content Project Management to create contributor contracts and track via DocuSign.
• Pay contributors and issue comp copies; serve as DocuSign champion.
• Handle copyright registrations and filings; submit quarterly reports to President.
• Oversee payment activity through Invoice Manager and Paylocity.
• Maintain attendance schedules, time sheets, and reviewer/contributor lists for marketing outreach; assist Editor in Chief.
• Assist Editor in Chief on various projects; perform other duties as assigned.

Skills

Written & verbal communication

Organizational skills

Multitasking

Confidentiality

Publishing industry familiarity

Team collaboration

Problem solving

Tools

Microsoft Office

Microsoft Teams

DocuSign

Invoice Manager

Paylocity

Job description

F.A. Davis (FAD) is one of the oldest independent, family-managed publishing houses in America. Since 1879, we have been meeting the needs of Nursing, Medical, and Health Science professionals seeking information of the highest quality. F.A. Davis carries on that tradition through its digital, print, and online products for students, educators, and clinicians in Nursing and the Health Sciences around the globe.

Our Values:

Customer Service:

Providing the highest level of customer service is something we pride ourselves on. We acknowledge our success is determined by the satisfaction of our customers, and we strive to deliver 100% of what we promise in a courteous and effective way.

Communication:

FAD employees value active listening, the importance of feedback and understanding different ideas and perspectives. We ensure all communication is clear, effective, efficient, and respectful.

Teamwork, welcoming new employees and promoting a cooperative team atmosphere. Understanding that as an employee of FAD you are part of a larger whole.

In a world that is ever-changing, FAD embraces the challenges of change, new ideas and progress.

Position Summary:

The PS&D Executive Coordinator is responsible for assisting the Editor in Chief and the Product Strategy & Development (“PS&D”) department in administrative duties required to ensure effective execution of our publishing program.

Minimum Qualifications/Experience:

• Expertise with Microsoft Office, Microsoft Teams, and file management
• Resourceful self-starter with excellent people skills, flexible approach to problem-solving, and ability to maintain confidentiality
• Strong written and verbal communication skills
• Excellent organizational skills
• Ability to handle multiple projects and responsibilities and function independently
• Familiarity with publishing industry a plus

Key Duties and Responsibilities:

• New Product and Checkpoint Meetings
• Prepare agenda, assemble and post documentation, and schedule meeting across the company on weekly basis
• Organize and maintain document archives
• Author, Contributor, and Work for Hire Agreements
• Generate Author and Work-for-Hire agreements and route and track through DocuSign
• Maintain contract status reports and files for executed contracts
• Work with Content Project Management group to create contributor contracts, submit (with all related forms) and track through DocuSign
• Pay contributors and send out comp copies
• Serve as DocuSign champion for company
• Copyright registration
• Complete and file copyright registration applications for all published products, scan and file completed registrations
• Submit quarterly copyright registration report to President
• Payment activity
• Initiate, coordinate, track, and trouble shoot all department payment activity through Invoice Manager and Paylocity
• Maintain attendance schedules and time sheets, departmental files, and reviewer and contributor lists for marketing outreach on new products. Assist Editor in Chief on projects. Other duties as assigned.

Employee Focused:

• Remote work, half day Friday schedule from April through October, and generous PTO
• Life and disability insurance
• Wellness initiatives
• Family benefits
• Tuition and professional development reimbursement
• Voted Philadelphia Top Workplace year over year since 2021, most recently with special recognition in Work/Life Flexibility.

Do you want your work to make a difference? Join a company that is dedicated to developing teaching and learning solutions that meet the needs of nursing and health science students, educators, and practitioners. Work collaboratively with a diverse group of colleagues who share a passion for innovation and the production of high-quality products.

F.A. Davis is an equal opportunity employer: qualified applicants are considered for and treated during employment without regard to race, color, creed, religion, sex, national origin, citizenship status, disability status, protected veteran status, age, marital status, sexual orientation, gender identity, genetic information, or any other characteristic protected by law. We are committed to providing a fair and accessible hiring process.