Administrative Assistant

Princeton University Press (PUP), one of the top academic publishers, seeks an Administrative Assistant to join the Accounting and Finance team for an organization of about 150 employees. Reporting to the CFO, and working in close coordination with the Facilities Manager and Controller, this role is responsible for a diversity of support to the Accounting, Financial, and Facilities team. The incumbent must be able to cope with and effectively manage a changing environment.  They must be comfortable working in a team environment while being self-motivated. This candidate will also possess the ability to interact with a diversity of individuals, work independently, maintain confidentiality, and the desire to take on new challenges. This is a full-time office-based position. Flexibility with off-site work days, in coordination with manager to ensure physical office needs are met.  The Press provides a comprehensive and affordable benefits package and is located in a historic building on Princeton University’s campus that is walking distance from downtown Princeton and train station, with easy car access to Route 1.

Core Responsibilities:

Support of Chief Financial Officer (CFO)

• Assists with CFO’s appointment calendar and meeting schedule by setting Zoom and in-person one-on one or team meetings in Microsoft Outlook. Some events recur annually; examples include operations expense budget reviews, performance and compensation reviews, and Investment Committee reviews.
• Checks CFO’s mailbox and routes mail to appropriate Finance, Accounting, and Operations staff. Examples include IRS notifications, Accounts Payable inquiries, and invoices.
• Assists CFO in preparing occasional PowerPoint presentations to staff.
• Keeps accurate and current records of signed agreements and invoices from third-party contractors on the appropriate SharePoint site. Examples include documentation relating to PUP’s retirement fund administration, Scribner Building tenants, consultants, employment contracts, and PUP offices in the UK and China.
• Attends meetings as required, including scheduling, sending Outlook invitations, and making notes of takeaways and action items. Tracks project deadlines and deliverables. Examples: monthly Operations review meetings, bimonthly Finance-IT-Operations team meetings, and quarterly meetings with HVAC supplier.

Facilities Administration

• Works closely with the Facilities Manager to facilitate workflows, team collaboration, and communication. Prepares announcements for The Galley, the Press’s Intranet, maintained on SharePoint.
• Supports Facilities Manager by processing parking requests, orienting visitors as they make onsite visits, and responding to building/occupancy-related requests from other Scribner Building tenants.
• Monitors voicemail left on the Princeton University Press general phone number, forwarding messages to the appropriate person or team.
• Assists with the allocation of Scribner Building workplaces by keeping the Press’s floorplan document current.
• Occasionally supports the Facilities Manager in processing building maintenance requests to the University, ordering building and office supplies, and processing mailroom shipments by using shipping equipment and software.
• Distributes advance copies to authors and PUP staff.

Accounting Administration

• Assists the Accounting team by maintaining author records in the Press’s internal title management and accounting systems. Collects undeliverable checks and researches current payee contact information.
• Helps to process semiannual royalty check mailings to authors by folding checks, inserting them into envelopes, and separating domestic and international recipients.
• Monitors the Press’s Royalties inbox, forwarding messages to the appropriate team or person.
• Tags invoices and other financial documents in SharePoint.

• A minimum of 6 months of applied relevant experience is of the highest importance for this position. Internship and work/study positions are applicable.
• Computer skills, including proficiency in the Microsoft Office 365 suite (MS Word, MS Excel, MS Outlook, and MS SharePoint). Familiarity with Zoom.
• An agile and self-motivated learner who demonstrates curiosity.
• Exceptional organizational skills and proven ability to keep track of and meet numerous deadlines; ability to handle multiple tasks in a timely manner and effectively re-prioritize responsibilities.
• Flexibility and adaptability, including a willingness to undertake both mundane and high-profile tasks with enthusiasm and energy.
• Ability to take initiative and work independently under executive direction while thinking critically.
• Excellent oral and written communication skills combined with attention to detail, especially relating to meeting organization (attendees and their locations, dates, time zones, and calendars).
• Strong research skills and a demonstrated ability to carefully attend to grammatical and factual details.
• Ability to work well with all levels of management and staff, third-party vendors, and clients.
• High level of integrity, trustworthiness, and respect to protect sensitive Press information.
• An interest in publishing, the dissemination of knowledge, and the Press’s global mission.
• Enthusiasm for collaboration, and commitment to professional codes of conduct; the Press’s may be accessed at https://press.princeton.edu/about/mission-values.

PUP is a strong advocate for greater diversity, equity, and inclusion in the university press community. Individuals who are members of groups underrepresented in academic publishing (which is, according to research by Lee & Low, historically a majority white, straight, cisgender, and nondisabled industry) are encouraged to apply.

Base Salary: $45,000/year plus extensive benefits package. Starting salary may be negotiable based on relevant skills and prior experience.

Application Instructions: Interested candidates should send a cover letter* with salary requirements, and a résumé via our application site.

*Please include in your cover letter a description of what you are currently reading and what’s on your “to read” list. Note that the cover letter is valued and reviewed closely as a writing sample.

Due to application volume, only finalists will be contacted. For more information on Princeton University Press, visit http://press.princeton.edu/.