Editorial Project Assistant

The Quarto Group's New York team is seeking a dedicated and exceptionally well-organized Editorial Project Assistant with a strong background in administrative support, exceptional attention to detail, and a knack for cross-departmental collaboration. Experience at an illustrated non-fiction publishing house is preferred.

This position is based in New York City and operates under a hybrid work model (a minimum of three days on-site). While East Coast-based candidates are preferred, fully remote work may be considered for the right candidate.

Reporting to-and working closely with-the Group Managing Editor, the Editorial Project Assistant plays a pivotal role at the center of publishing operations. This individual will coordinate with editorial, design, and production teams to support the accurate and timely execution of all New York-based book projects.

Position Specifics

Key Responsibilities:

• Ensuring the timely archiving and processing of all budgets, proposals, and book records in the Title Management system and on internal servers.
• Creating, tracking, and managing metadata needs while liaising with metadata and copy managers, the marketing team, and acquiring editors.
• Thoughtfully contracting and managing schedules for external freelancers, including copy editors, proofreaders, sensitivity readers, indexers, and technical editors.
• Managing and archiving book contracts and financial paperwork (work-for-hire agreements, author and illustrator contracts, designer paperwork, etc.).
• Overseeing visual asset management within the Title Management system, as well as maintaining sales materials and book archives.
• Requesting and coordinating Library of Congress and Copyright Office data, mailings, and communications.
• Providing editorial support during title development, including photo research, creating art logs, inserting artwork into manuscripts, building book maps, generating barcodes, and collating proofreader marks.
• Supporting the publisher and sales teams by creating sales presentations, arranging sample mailings, printing spreads, preparing for book fairs, and assisting with contract and proposal drafting.
• Assisting the Group Managing Editor as needed, which may include book pass routing, attending internal editorial/design/production meetings, managing author mailings, and contributing to content creation.

Required Skills, Knowledge, and Abilities

• Strong ability to digest, organize, and track large amounts of data-especially as it relates to timelines and schedules.
• Ability to manage multiple projects simultaneously and prioritize effectively under tight deadlines.
• Adaptability and comfort working across multiple imprints and a wide range of subject areas.
• Proficiency with both Mac and PC operating systems, including key programs such as Adobe Creative Suite, Excel, and Outlook.
• Strong communication skills with the ability to respond quickly and clearly across digital platforms (e.g., Teams, Zoom).

Preferred (But Not Required) Skills:

• Familiarity with publishing best practices across editorial, design, and production.
• Knowledge of the Chicago Manual of Style.

Education and Experience:

• Bachelor's degree in a related field.
• Minimum of 2 years of administrative experience preferred, though not required.

Quarto

US is an equal opportunity employer; M/F/D/V are encouraged to apply. Full-time employees are eligible for our comprehensive benefits program. Our range of benefits include, but are not limited to, Medical insurance, Dental, Vision, Health Care/Dependent Care Flexible Spending Account, Health Savings Account, Pre-Tax and Roth 401(k), Short and Long-Term Disability Insurance, Life/AD&D Insurance, Commuter Benefits & generous paid time off.

All applicants should be authorized to work in the United States. Quarto does not provide sponsor ships.