[Hiring] Publishing and Admin Assistant @Offshore Launch

Role Description

We are seeking a Publishing and Admin Assistant to support our leadership team with publishing projects, PowerPoint template conversions, and marketing operations. This role is ideal for someone who is highly detail-oriented, technologically fluent, and confident working across Microsoft Office, QuickBooks (basic familiarity), and AI tools.

The right candidate will help streamline book publishing workflows, maintain brand consistency in presentations, and support the creation of marketing content, freeing up our team to focus on higher-level initiatives.

Key Responsibilities

• Publishing & Content Support (Primary Focus)
  • Assist with book publishing projects, including document formatting in Microsoft Word (style sheets, nested tables, cross-referencing, index building, long document management).
  • Generate and insert QuickBooks screenshots as needed to support book and course content.
  • Prepare manuscripts for submission, ensuring consistency with publisher requirements.
  • Proofread, format, and maintain publishing documents to a professional standard.
• Presentation & Marketing Operations
  • Convert existing PowerPoint decks (60–300+ slides) into updated templates using master slides and automation (not manual edits).
  • Support branding initiatives by applying company-wide formatting and design updates across documents.
  • Assist with social media posting and newsletter preparation, guided by brand voice, tone, and a communications style guide (in development).
  • Use ChatGPT and other AI tools to draft posts, newsletters, and engagement content aligned with brand guidelines.
• General Administrative Support
  • Support ad hoc projects as assigned, demonstrating strong initiative and independent problem-solving.

Qualifications

• Strong proficiency in Microsoft Word (long document formatting, styles, tables, and cross-referencing). This skill is non-negotiable for this role.
• Working knowledge of PowerPoint with ability to apply master templates and make systemic design updates.
• Familiarity with QuickBooks (not for accounting tasks but able to navigate, generate sample data/screenshots, and understand context). This is strongly desired but can be learned through self-guided YouTube videos.
• Excellent written and verbal skills; able to write in a professional, brand-aligned voice.
• Strong self-proofreading skills, with AI tools as backup.
• Tech-Savvy, quick learner, comfortable with web-based platforms and AI-assisted workflows.
• Mac experience is desirable (team uses Macs for most projects), though a PC background is acceptable.

Requirements

• Schedule: 9AM - 5PM CST

Compensation & Benefits

• $900 - $1400/mo. depending on experience
• Annual bonus up to $2,250, including $500 at 90-days contingent on quarterly performance scores
• 13th month pay
• Performance-based bonuses
• Comprehensive HMO policy, including dependents.
• Annual continuing education budget to support professional development