Administrative Assistant

The Atlantic Publishers Marketing Association is an industry support organization representing book publishers located in Atlantic Canada. The APMA works towards growing and maintaining a strong Canadian-owned book publishing industry in Atlantic Canada.

The APMA organizes professional development and industry growth projects for the Atlantic Canadian book industry as well as coordinating promotional projects such as the Atlantic Books Holiday Gift Guide & holiday multi-media campaign, the Best Atlantic-Published Book Award, Atlantic Books Today magazine, our #ReadAtlantic VOICES campaigns, and our Atlantic book collections all housed on the new atlanticbooks.ca.

The position: The administrative assistant provides a wide range of administrative and office support functions to the executive, members, and staff of the APMA to facilitate the smooth operation of the organization.

Principal tasks and responsibilities include:

• Clerical duties, including answering the phone, email queries, mailing, filing, posting invoices, printing checks, and reconciling bank and credit card statements
• Maintaining digital and print records using our filing system and Dropbox
• Resolving administrative problems, stocking office supplies, and seeing to the upkeep of office equipment
• Communicating regularly with members about relevant issues
• Scheduling and coordinating in-person and online meetings, including arrangements for our AGM and GMs
• Scheduling, circulating materials, minute taking and distributing minutes of Executive Committee meetings
• Scheduling and coordinating distribution of our bi-annual magazine Atlantic Books Today
• Administrative support for our collective marketing campaigns and projects, including responsibilities such as logistics, cost tracking, scheduling, proofing, correspondence with our members and advertisers, placing and fulfilling orders and invoicing.
• Processing and coding invoices, purchase orders, payments, and orders.
• Adding books to our WordPress website, atlanticbooks.ca, and keeping items up to date
• Write our monthly Best Sellers blogpost and share on social media; create and post our weekly content on our social media platforms
• Assistance with deployment of professional development programs and training for member publishers

Education and Experience

This position requires a person with above average literacy, communication, and organizational skills. The ideal candidate will have experience in office administration, qualifications in Office Administration or a related field, and a familiarity with working with book publishing and boards and committees. Candidates must have knowledge of the principles and practices of office management and an understanding of clerical and administrative procedures within a non-profit office environment.

Candidates should also have knowledge of the operation of MS Office (Outlook, Word, Excel, and PowerPoint), a familiarity with Shopify and WordPress, and an ability to troubleshoot problems should they arise. Experience using Sage, or other accounting software, is favourable.

Key Competencies

• Written and verbal communication skills
• Planning and organizing, with the ability to multi-task
• Prioritizing
• Problem assessment and problem solving
• Information gathering and monitoring
• Attention to detail
• Flexibility
• Adaptability
• Teamwork

This is a full-time staff position for 30 hours a week, 9:00-5:00, Monday-Thursday. Our office is located at 1888 Brunswick Street, K’jipuktuk, Halifax. We are happy to extend to staff participation in our health insurance program covered by the APMA once the probationary period is reached.

Salary: $40,000 per year

Please forward applications by Friday, August 30 to: admin@atlanticpublishers.ca

We thank all applicants for their interest in this position; however, only those applicants selected for an interview will be contacted.

For more information about APMA and our programs, visit https://atlanticpublishers.ca and https://atlanticpublishers.ca

Follow us on social media!

Instagram @atlanticbooks.ca

Facebook Atlantic Books Today

Twitter @abtmagazine

TikTok @atlanticbooks.ca

We encourage applications from all qualified applicants including Indigenous Peoples and visible minorities and encourage all qualified persons to self-identify in the application process. APMA is committed to inclusive recruitment. Please contact us if you require accommodation.

Atlantic Publishers Marketing Association (APMA)