[Hiring] Publishing Assistant @Hunt St

Role Description

We're looking for a highly organised and detail-oriented Publishing Assistant to provide day-to-day administrative and project coordination support to the Editor-in-Chief throughout the quarterly magazine publishing cycle.

• Coordinate artists, writers, galleries, brands, proofreaders, and other team members to ensure content and assets are received accurately and on time.
• Support the magazine's pre-order and on-sale campaigns across the website, email, and social media channels.
• Keep publishing tasks and deadlines on track, maintain accurate project documentation, coordinate communications, and assist with digital publishing and promotional activities.

Key Responsibilities

• Magazine Administration & Project Coordination
  • Support the Editor-in-Chief with the creation, publication, and promotion of the quarterly magazine.
  • Follow up on editorial offer emails and outstanding responses.
  • Confirm participating artists and coordinate contracts and signed documentation.
  • Coordinate with artists, galleries, and brands to obtain high-resolution images and artwork/product information by required deadlines.
  • Create and maintain the magazine Design Checklist throughout the publishing process.
  • Follow up with writers to ensure editorial copy and exhibition lists are received by deadline.
  • Coordinate the submission of editorials to the relevant team members for editing.
  • Coordinate final editorial approvals and work with the Designer to prepare the magazine for team proofing.
  • Coordinate with third-party proofreader and ensure required edits are received by deadline and coordinate their implementation with the relevant team members.
  • Communicate with contributors throughout the publishing process.
• Pre-Order & Magazine Promotion
  • Assist with opening magazine pre-orders.
  • Create and update products on the website.
  • Review and schedule email campaigns.
  • Create (using existing templates) and coordinate social media promotions for pre-orders.
  • Create (using existing templates) and upload website banners across relevant websites.
  • Coordinate promotional materials with contributing artists and encourage them to share campaigns.
  • Assist with preparing magazine promotional collateral across digital channels.
• Magazine On-Sale & Digital Publishing
  • Create and update the magazine product on the website.
  • Maintain accurate product inventory.
  • Review and schedule magazine on-sale email campaigns.
  • Update current issue information across website menus and store pages.
  • Update website homepage and relevant promotional banners.
  • Prepare and publish social media announcements for the new issue.
  • Create and publish relevant magazine blog content.
  • Assist with preparing and publishing the Editor's Note blog.
  • Upload digital magazine editions to relevant library and digital publishing platforms.
  • Update email banners and distribute relevant internal communications.
  • Coordinate ongoing magazine promotional content across social media channels.
  • Notify customers when their magazine has been shipped.
  • Contact subscribers whose subscriptions have ended and assist with renewal communications.
• Art Prize Administration
  • Assist with administrative tasks associated with the annual art prize.
  • Draft art prize blog content as required.
• General Team Support
  • Maintain accurate publishing records, checklists, and project documentation.
  • Track outstanding tasks and follow up with contributors and team members to ensure deadlines are met.
  • Provide administrative support to other team members where required.
  • Assist with other relevant publishing and operational tasks as directed.

Qualifications

• Previous experience in publishing, editorial coordination, content administration, project coordination, or a similar role.
• Excellent attention to detail and accuracy.
• Strong organisational and project management skills.
• Ability to manage multiple projects, stakeholders, and deadlines simultaneously.
• Strong written and verbal English communication skills.
• Ability to confidently follow up with contributors and stakeholders to keep projects on schedule.
• Strong prioritisation and time management skills.
• Proactive approach with the ability to work independently.
• Discretion and tact when handling contributor, customer, and business information.
• Working knowledge of Microsoft Office and other standard office software.
• Experience working with WordPress.
• Experience using Canva.
• Familiarity with Photoshop.
• Experience using OneNote or similar documentation and organisation tools.
• Ability to provide and maintain suitable hardware and software for remote work.

Nice to Have

• Experience working within publishing, media, arts, culture, or creative industries.
• Experience coordinating editorial or magazine production workflows.
• Experience working with artists, writers, designers, or other creative contributors.
• Experience with e-commerce websites and online product management.
• Experience coordinating email marketing campaigns.
• Familiarity with social media content and promotional campaigns.
• Experience with digital publishing or online magazine platforms.
• Experience supporting events, competitions, awards, or creative programs.

Work Arrangement & Expectations

This is a remote role that will be set up as an independent contractor engagement. To ensure alignment and transparency, successful candidates will be expected to:

• Disclose any existing ongoing roles or client work.
• Reflect this engagement on their LinkedIn profile (clearly marked as “Independent Contractor”).