An opportunity has arisen for a highly organised and detail-oriented person to join the Birlinn team as Administrative Assistant to support our busy day-to-day operations.

The successful candidate for this position will play a crucial role in ensuring the smooth running of the office, assisting with administrative tasks, coordinating schedules, and supporting editorial, publicity and sales teams. 

The role will be full time (37.5 hours per week), based out of our office in Edinburgh.

Find more details about the job and how to apply below.

The Role

General

• Ensure smooth day-to-day office operations and provide ad-hoc support as required
• Provide general administrative support, including handling emails, phone calls, and correspondence
• Assist in managing schedules, appointments, and meetings for key personnel
• Order office supplies and maintain office stationery as appropriate
• Handle incoming and outgoing post, including responsibility for review copy mailouts
• Ensure the front office is kept tidy and books stored appropriately
• Responsibility for making sure back up discs are maintained daily
• Responsibility for recycling

Publicity, Marketing, Sales Responsibilities

• Offer general support to sales and publicity teams
• Assist with the organisation of book launches, events, and marketing activities
• Support website content creation
• Organise ordering taxis, couriers, and printed marketing material
• Assist with occasional image requests from journalists
• Occasional assistance with book sales at events

Key Editorial and Contract Responsibilities

• Create, distribute and manage draft author contracts based on Contract information form (CIF). This vital role requires the successful candidate to have excellent attention to detail 
• Manage author and agent queries by liaising with relevant editor and senior personnel
• Assist editors across all imprints in managing the editorial process, from manuscript submission to final production. Key tasks include (but are not limited to) picture research, proof collation, index editing, cover proofing and final prepress checks
•  Liaising with freelance suppliers (editors, proofreaders, typesetters etc) and authors / agents as necessary to ensure smooth project progression

Starting salary will be minimum wage, plus pension, holiday allowance and benefits

Applications which should include a cover letter and full CV, should be sent to info@birlinn.co.uk.

Closing date for applications: Friday 28 March 2025