Publishing Operations Assistant

Keeperton; Northern, New York (KY, NY); Hybrid; USD 45,000 - 55,000; Full time

Benefits offered by this job

20 vacation days

10 sick/carer days

14 paid holidays

401(k) plan

Four-day work week (where possible)

Job summary

Keeperton is a rapidly growing independent publisher seeking a Publishing Operations Assistant to support the Head of Operations and coordinate publishing schedules, title management, and internal workflows.

You will work with editorial, production, marketing, publicity, sales, and leadership teams to ensure deadlines are met and information flows smoothly across the organization. This role offers hybrid/In-office options and exposure to every publishing stage.

Qualifications

• Exceptional organizational and time-management skills.
• Strong attention to detail and commitment to accuracy.
• Ability to manage multiple projects and competing priorities.
• Excellent written and verbal communication skills.
• Strong proficiency with Microsoft Office, Google Workspace, Adobe suite and general business software.
• A proactive, solutions-oriented mindset.

Responsibilities

• Assist with tracking publishing schedules, milestones, and deadlines.
• Maintain accurate title records, metadata, production timelines, and internal databases.
• Support onboarding and setup of new titles across company systems.
• Coordinate communication and workflow between departments throughout the publishing process.
• Monitor project progress and assist with deadline management.
• Provide administrative support across publishing and operations functions.
• Prepare reports, spreadsheets, presentations, and meeting materials.
• Support invoice tracking, purchase orders, and operational documentation.

Skills

Organizational skills

Attention to detail

Time management

Communication skills

Team collaboration

Problem solving

Tools

Airtable

Canva

PM software

Publishing systems

Job description

Location: New York City preferred (hybrid or in-office opportunities available). Remote applicants within the United States will also be considered for the right candidate.

Salary Range: US$45,000-$55,000 annually, depending on experience and qualifications.

Keeperton is a rapidly growing independent publishing house with a strong reputation in romance publishing with an exciting expansion planned into crime, thriller and suspense.

We publish commercially driven stories for passionate readers around the world and are building an ambitious publishing program, focused on discovering exceptional authors and creating bestselling books.

As our list continues to grow, we’re looking for a highly organized, detail-oriented Publishing Operations Assistant to support our Head of Operations and help keep our publishing engine running smoothly.

This is an excellent opportunity for someone who loves books, thrives on organization, enjoys working across multiple teams in different territories, and wants to gain exposure to every stage of the publishing process.

About the Role

The Publishing Operations Assistant is a key member of our team, supporting the Head of Operations and coordination of publishing schedules, title management, internal workflows, and day-to-day operations.

Working closely with editorial, production, marketing, publicity, sales, and leadership teams, you will help ensure projects stay on track, deadlines are met, and information flows smoothly throughout the organization.

No two days are exactly the same. One day you may be updating title metadata and production schedules; the next you could be coordinating advance reader copies, supporting a book launch, or assisting with internal reporting and planning.

What You’ll Do

Publishing & Project Coordination & Support

Assist with tracking publishing schedules, milestones, and deadlines

Maintain accurate title records, metadata, production timelines, and internal databases

Support the onboarding and setup of new titles across company systems

Help coordinate communication and workflow between departments throughout the publishing process

Monitor project progress and assist with deadline management

Administrative & Operational Support

Provide administrative support across publishing and operations functions

Prepare reports, spreadsheets, presentations, and meeting materials

Assist with scheduling meetings, maintaining calendars, and coordinating project timelines

Support invoice tracking, purchase orders, and operational documentation

Help maintain organized records and internal systems

Production & Asset Management Support

Assist with organizing and distributing cover files, manuscripts, marketing assets, and production materials

Coordinate advance reader copies (ARCs), author copies, and launch materials

Maintain file organization and version-control processes

Support production and publishing workflows from acquisition through publication

Cross-Functional Team Support

Work closely with editorial, design, marketing, publicity, sales, and production teams

Assist with book launch logistics and publishing-related projects

Support author events, conventions, industry conferences, and company initiatives as needed

Contribute to special projects that support company growth and operational excellence

Data & Reporting

Update internal tracking documents and publishing reports

Assist with collecting and organizing sales, inventory, and campaign data

Support workflow analysis and process improvement initiatives

Help identify opportunities to improve efficiency across publishing operations

What We’re Looking For

Exceptional organizational and time-management skills

Strong attention to detail and commitment to accuracy

Ability to manage multiple projects and competing priorities

Excellent written and verbal communication skills

Strong proficiency with Microsoft Office, Google Workspace, Adobe suite and general business software

A proactive, solutions-oriented mindset

Ability to work collaboratively in a fast-paced environment

Genuine enthusiasm for books, readers, and the publishing industry

Preferred Qualifications

At least two years experience in publishing, media, administration, project coordination, operations, or a related field

Familiarity with publishing workflows and metadata management

Experience working with deadlines in a fast-moving environment

Interest in romance, thriller, suspense, and commercial fiction

Experience with Airtable, Canva, project management software, or publishing systems

Why Join Keeperton?

At Keeperton, you’ll have the opportunity to be part of a growing independent publisher where your contributions make a real impact.

We offer:

Exposure to every stage of the publishing process

Opportunities to learn from experienced publishing professionals

A collaborative, supportive, and creative team environment

Career growth opportunities as our company continues to expand

The chance to work on exciting commercial fiction and bestselling author campaigns

A dynamic role where you’ll gain broad publishing experience and develop valuable industry skills

If you’re passionate about books, love bringing order to complex projects, and want to build a career in publishing, we’d love to hear from you.

Generous paid time off, including 20 vacation days, 10 sick/carer days, and 14 paid holidays each year

A company culture that generally supports a four-day work week, workload and business needs permitting

401(k) retirement savings plan