Executive Assistant To Publications Head

Role Overview

The 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 assistanceincluding 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 Responsibilities

• Executive 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.

• Qualifications & Experience:
• Bachelor’s degree in English Literature, Communications, Mass Media, Arts Management, Business Administration, or a related field.
• 2-4 years of experience as an Executive Assistant, Editorial 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.