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Agent's assistant & office assistant

Agent's assistant & office assistant

locationLondon, UK
ExpiresExpires: 22/08/2022
Operations / Facilities / Admin
Permanent position
Entry

Salary: from £23,000 depending on experience

Contract: permanent, full-time

Deadline: 21st August 2022 at 23:59

Start date: end of August/ September onwards

 

If you have an interest in books and publishing, as well as excellent administrative skills, apply today!

Rogers, Coleridge & White (RCW) literary agents take pride in managing the careers of some of today’s most successful authors, and are widely regarded as one of the world’s leading literary agencies. They are a home for writers across all genres including literary and commercial fiction, crime and thrillers, children’s and YA, and all forms of non-fiction. The agency works with a number of major film and TV agents both in the UK and US who help to bring their authors’ books to screen. Their offices are in Notting Hill, in West London.

They are thrilled to be looking for an agent's assistant & office assistant to join their busy team.

 

Responsibilities will include:

Agent's assistant

  • Fielding incoming requests for authors (film/TV enquiries etc.) and managing event diaries
  • Contracts: negotiating, drawing up contracts, sending to authors/publishers, setting up in the system (Bradbury Phillips), managing payments, etc. Reviewing contracts in cases where the publishers draft, comparing to recent precedents and deal memos to make sure wording and terms are correct
  • Author care: dealing with authors directly and answering queries, particularly around deal stage and publication, attending book launches and readings, sending out proofs and post
  • Accounts: author queries, invoicing, monthly chasing overdue payments, annual budget
  • Foreign rights: liaising with foreign rights team and co-agents (film and US) at various stages of editorial process, provide manuscripts, proofs, author information.  Filling in quote sheets with quotes from editors/publicists, news and reviews
  • Website: adding new authors, titles, news items, quotes, author photos and copyrights
  • Diary management, meetings: book fair schedules and trips, meetings with editors, author visits, manage publication schedule and catalogue
  • Submissions: reading and responding to submissions, writing book reports when requested, providing editorial notes on manuscripts in progress
  • Selling audio rights, arranging speaking engagements, careful proofing of agreements and negotiating terms with publishers
  • Developing new ideas and opportunities, looking for potential new clients

 

Office assistant

  • Organise boardroom, maintain boardroom room diary – meetings and bookings (internal and external)
  • Answer/redirect general email and phone queries - manage Info inbox
  • Maintain general office calendar, maintain and oversee holiday schedule
  • Arrange for keys to be cut, show use of alarm to new joiners
  • Order stationery, furniture, fixtures, and office supplies (paper, etc.)
  • Arrange book orders for Foreign Rights
  • Check invoices for above orders, couriers, book orders
  • Food shop, coffee & tea supplies, buy sandwich lunches for directors’ meetings
  • Organise office drinks/lunches/office parties and manage RSVP lists
  • Organise post-party clean ups (with help from other assistants)
  • Kitchen maintenance: general tidying, dishwasher/fridge/water cooler repair etc.
  • General housekeeping for smooth running of office services: organise paper recycling/book collection/waste collection, liaise with cleaners/pest control/alarm providers/window cleaners/printer maintenance etc.
  • Liaise with external IT and phone providers and internally for smooth running of services
  • Assist with developing creative and engaging social media strategies: maintain consistency of agency voice, tone, and messaging across social channels (Twitter and Instagram) and website report on the performance of social media channels
  • Take minutes for meetings
  • Post (incoming and outgoing), couriers – Global Mailing, Fedex, Aramex etc.

Permissions

  • Permissions: manage permissions inbox, field requests, log, calculate fee, request approval from authors/agents, negotiate terms, draw up licences and invoices
  • Bradbury Phillips system: logging, chasing fees etc.

 

Knowledge, skills, experience

Essential

  • Administrative experience, author service oriented
  • Excellent communication skills, organisational ability and time management
  • Confident, calm and polite telephone manner
  • Proactive, flexible, a ‘can do’ attitude, able to show initiative and work independently
  • Accurate and diligent, good attention to detail
  • Hard-working and practical
  • Excellent written English
  • Good IT skills including Excel/MS Office/PowerPoint
  • A solid understanding of the use of a range of social media platforms, particularly in relation to Twitter and Instagram
  • Interest in books and publishing
  • Ability to work well under pressure in order to meet deadlines
  • Analytical and multitasking skills

Desirable

  • Experience in the publishing industry is advantageous
  • Familiarity with MS Publisher, web design and Adobe Photoshop

 

To apply

  • Log in to your Creative Access account or register today to apply for this opportunity
  • Upload your CV and cover letter as one document (applications without a tailored cover letter will not be accepted)
  • Once submitted, you can no longer amend your application, so proof-read carefully
  • Do not contact the company directly
  • Please email any queries about this role to Creative Access at this address: recruit@creativeaccess.org.uk

The successful candidate for this opportunity will also participate in a Creative Access support programme that sits alongside workplace training. This includes a programme of induction training, monthly masterclasses, wellbeing support, buddying / mentoring and more.

Years of experience

  • Entry