AstaGuru
Website:
astaguru.com
Job details:
Role OverviewThe Executive Assistant to the Head of Publications plays a critical role in supporting the leadership, daily operations, and project workflows of AstaGuru's Publications department. The role combines high-level executive assistance—including calendar management, cross-functional communication, and strategic tracking—with hands-on editorial project management, vendor follow-ups, and production coordination.
Working closely with the Head of Publications, Art Specialists, Editors, Designers, and external print/production vendors, the Executive Assistant ensures that every auction catalogue, luxury magazine, and research publication is executed seamlessly according to strict pre-auction print and launch schedules.
Key ResponsibilitiesExecutive Support & Administrative Management- Provide direct executive assistance to the Head of Publications, managing calendars, scheduling internal/external meetings, and organizing daily priorities.
- Serve as the primary administrative gatekeeper and communications link between the Publications leadership and internal departments (Sales, Art Specialists, Marketing, Operations, Finance).
- Prepare agendas, meeting dossiers, and briefing notes for departmental reviews, catalogue planning sessions, and leadership meetings.
- Track action items, decision logs, and project milestones following executive meetings to ensure timely execution by team members.
Editorial & Catalogue Production Coordination- Maintain comprehensive production schedules for upcoming auction catalogues, magazines, essays, and editorial projects.
- Coordinate the workflow of lot descriptions, specialist essays, artwork photography, and cataloguing inputs from specialist teams to the editorial/design desk.
- Assist in proofreading, formatting review, and structural checks of catalogue drafts prior to final pre-press approval.
- Track content submissions and follow up with internal contributors (Specialists, Researchers, Copywriters) to eliminate bottlenecks.
Vendor & Logistics Management- Coordinate with external print production partners, color technicians, paper suppliers, binders, and shipping vendors.
- Request, track, and archive vendor quotes, purchase orders, delivery challans, and invoices for the Publications department.
- Manage inventory tracking and logistical distribution of physical catalogues for auction previews, VIP mailing lists, and exhibitions.
- Assist in monitoring vendor service level agreements (SLAs), print timelines, and delivery schedules.
Departmental MIS & Financial Tracking- Maintain accurate records of departmental budgets, publication expenses, printing costs, and production invoices.
- Prepare weekly operational MIS reports and status dashboards tracking catalogue progress against auction deadlines.
- Coordinate invoice approvals and payment tracking with the Accounts and Finance teams.
Key Performance Indicators (KPIs)- On-time execution of executive calendar management, meeting scheduling, and administrative requests.
- Zero delays in content aggregation and cross-functional handovers for auction catalogue deadlines.
- Accuracy and completeness of departmental tracking dashboards, production schedules, and invoice logs.
- Turnaround time and effectiveness of follow-ups with internal teams and external vendors.
- Seamless logistical distribution and delivery of printed catalogues for auction launches.
Qualifications & Experience- Bachelor’s degree in English Literature, Communications, Mass Media, Arts Management, Business Administration, or a related field.
- 2+ years of experience as an Executive Assistant, Editorial Coordinator, Production Assistant, or Project Coordinator.
- Direct experience working within publishing houses, media agencies, luxury brands, galleries, or corporate executive offices is highly preferred.
- Strong proficiency in MS Office Suite (Word, Advanced Excel, PowerPoint, Outlook) and digital project tracking tools.
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