Jobs and Careers

Executive and Audio Operations Assistant

New York City, United Statesfull_timeVerifiedPosted 28 Aug 2025

💰 $50,000/yr

About the role

SUMMARY: Hachette Audio seeks an Executive and Audio Operations Assistant to support its SVP and other operations staff with administrative duties. Our small, dynamic department produces and sells over 700 titles a year, across all popular genres and with award-winning and bestselling authors. This position will afford a great view across various functions of different publishing operations, as the department encompasses Production, Marketing, Sales, Managing Editorial, and Publicity roles. Ideal candidates will be extremely detail oriented, discreet, professional and able to balance multiple projects with varying due dates and recurrence at once. ESSENTIAL DUTIES AND RESPONSIBILITIES:

Confirm audiobook file ingestion and maintain subsequent audiobook metadata updates
Resolve asset or metadata related issues pertaining to file ingestion
Create and upload Soundcloud links and audiograms for all Hachette Audio and client titles
Upload studio/marketing assets to asset management system for company wide access
Create and distribute digital audio codes for authors, agents and HBG staff
Process and track production/plant/vendor invoices and trigger union payments
Maintain and update Narrator Database
Review vendor and narrator agreements for accuracy
Renew and maintain vendor archive
Gather monthly client invoices and compile for distribution
Create and distribute monthly audio storage and client plant charge back report
Maintain weekly audio studio schedule, guest registration, and communicate studio information to print imprints
Schedule departmental meetings and draft weekly status meeting minutes
Serve as back-up for Audio Preproduction Coordinator and Operations Manager
Create secure data links for licensed masters
Submit quarterly music use reports
Order supplies for team/WB Mason ordering

KNOWLEDGE, SKILLS & ABILITIES REQUIRED:

Proficiency in Outlook, Excel, Word
Previous administrative assistant experience is a plus; proprietary program training will be provided in house.
Strong communication skills (verbal and written) with the aptitude to communicate effectively in both individual and group settings
Excellent organizational skills with the ability to multi-task, prioritize and manage time effectively while also ensuring accuracy of work through attention to detail.
Prior experience or interest in book publishing a plus

How to Apply: To be considered, please submit both a resume AND a cover letter. We ask for a cover letter so that we can understand how your skills or experience can apply to our open role. As a leading book publisher, we believe that including and representing diverse voices in all aspects of our business is fundamental to what we do. Our publishing programs must reflect the broad range of backgrounds, experiences, political views and ideas that shape our society and publish books for all readers. Hachette Book Group provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training. The compensation for this position is $50K. Salary can vary based on several factors, including skills, experience, and location — talk with your recruiter to learn more. There may be times that you will be required (or requested) to work overtime due to the nature of your role or exceptional workload issues or special projects. The following benefits are offered by the company: medical, dental, vision, basic and supplemental life, short-term and long-term disability, accidental death and dismemberment, critical illness, hospital indemnity, long-term care, health and dependent care FSA, commuter benefit plan, employee assistance program, tuition reimbursement,