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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.

QuartoUS 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 sponsorships.

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