Executive Coordinator

F-A-Davis-Co; United States; Remote; USD 55,000 - 75,000; Full time

Benefits offered by this job

Remote work

Half-day Friday (April–October)

Generous PTO

Life and disability insurance

Wellness initiatives

Family benefits

Tuition reimbursement

Top Workplace recognition

Job summary

F.A. Davis is seeking an experienced PS&D Executive Coordinator to support the Editor in Chief and the PS&D department in the administrative duties essential to our publishing program.

Responsibilities include organizing meetings, managing contributor contracts, handling DocuSign workflows, and coordinating payments through Invoice Manager and Paylocity. Remote work is available with strong emphasis on accuracy and confidentiality.

Qualifications

• Expertise with Microsoft Office, Teams and file management.
• Self-starter with excellent people skills and confidentiality.
• Strong written and verbal communication and exceptional organization.
• Ability to handle multiple projects independently.
• Familiarity with publishing industry is a plus.

Responsibilities

• Prepare agendas, schedule meetings, and maintain documentation.
• Generate and route Author and Work-for-Hire agreements via DocuSign.
• Maintain contract status and files; manage contributor contracts with DocuSign.
• Process payments to contributors and issue comp copies.
• Act as DocuSign Champion and manage copyright registrations.
• Coordinate payment activity through Invoice Manager and Paylocity.
• Maintain attendance, timesheets, and marketing outreach lists; assist Editor in Chief.

Skills

Microsoft Office

Microsoft Teams

File management

People skills

Problem-solving

Confidentiality

Written communication

Verbal communication

Organizational skills

Independent work

Tools

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.