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Date: Dec 6, 2017

Location: New York, NY, US, 10019

Status: Open Position

Company: Penguin Random House LLC 

Requisition ID: 13541 

The Penguin division of the Penguin Random House Speakers Bureau seeks a detail-loving and enthusiastic team player to join us in the role of an Assistant to help us organize and execute over 200+ author events per year.  This fast-paced and dynamic role is the glue that keeps our department running seamlessly and efficiently.  The ideal candidate would be highly interested or experienced in event management, meticulous in handling details and itineraries, anticipatory of needs, and excited to join a tight-knit and supportive team with opportunities for long-term growth. 


Specifically, the Speakers Bureau Assistant:

  1. Researches, coordinates, and confirms all aspects of speaker travel arrangements including: booking flights, hotel, and ground transportation
  2. Creates detailed event itineraries for over 200+ events per year
  3. Maintains calendar of upcoming events and department records
  4. Generates event contracts, and prepares deposit, balance, and travel reimbursement invoices
  5. Assists the Director in maintaining relationships with speakers and outside event coordinators in addition to liaising with in-house departments as needed
  6. Helps maintain contact management database (i.e. records of contacts and events with detailed and organized notes, logs of mailings, correspondence)
  7. Tracks and maintains spreadsheet of outstanding event payments and pending contracts and participates in  weekly meeting with department to review
  8. Provides administrative support to the Director and department (answers phones, takes messages, creates PDFs and files, photocopies, coordinates mailings, etc.)
  9. Prepares monthly credit card statement, maintains expense records, tracks department finances
  10. Assists in the writing of pitch materials, utilizes database and internet research to compile list of potential contacts, and follows up on outreach as needed
  11. Attends seasonal launch meetings and local events on an as-needed basis
  12. Assists with checking the general inbox and answering the general phone line, and passing along messages to appropriate colleagues in a timely fashion  


Please apply if you meet the following minimum requirements:

  • Excellent written and verbal communication skills
  • Meticulous attention to detail and excellent organizational skills
  • Ability to multi-task, meet deadlines, and work in fast-paced and dynamic environment
  • Calm under pressure and able to exercise sound judgement in unexpected situations
  • Basic knowledge of accounting and/or bookkeeping
  • Proficiency with Microsoft Office Word and Excel


Preferred qualifications include:

  • Experience in book publishing, publicity, marketing and/or speakers bureau industry is a plus
  • Negotiation and contract experience is a plus
  • Familiarity with database management


Penguin Random House is the leading adult and children’s publishing house in North America, the United Kingdom and many other regions around the world.  In publishing the best books in every genre and subject for all ages, we are committed to quality, excellence in execution, and innovation throughout the entire publishing process: editorial, design, marketing, publicity, sales, production, and distribution.  Our vibrant and diverse international community of nearly 250 publishing brands and imprints include Ballantine Bantam Dell, Berkley, Clarkson Potter, Crown, DK, Doubleday, Dutton, Grosset & Dunlap, Little Golden Books, Knopf, Modern Library, Pantheon, Penguin Books, Penguin Press, Penguin Random House Audio, Penguin Young Readers, Portfolio, Puffin, Putnam, Random House, Random House Children’s Books, Riverhead, Ten Speed Press, Viking, and Vintage, among others.  More information can be found at


Penguin Random House values the array of talents and perspectives that a diverse workforce brings. All qualified applicants will receive consideration for employment without regard to race, national origin, religion, age, color, sex, sexual orientation, gender identity, disability, or protected veteran status.

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Nearest Secondary Market: New York City

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