Publicity Assistant

The Publicity Assistant supports the publicity efforts of the Press by participating in the planning and execution of seasonal and title-specific publicity plans. They are responsible for the nomination and submission process for the awards program, in collaboration with the Acquisitions department. They also coordinate the purchase of services and payment of invoices for the department.

Job-Specific Responsibilities:

Publicity (75%)

• Creates and implements publicity plans for seasonal lists of facing page libraries and distributed books. Independently creates review lists using as reference standard lists; handles review copy requests and media inquiries; creates press materials to pitch assigned titles to a wide variety of media outlets—print, radio, broadcast/podcast—for time-sensitive stories.

• Assembles and orders print galleys—includes working with outside vendors and coordinating orders among various departments in-house. Handles mailing of galleys and finished books to media as needed.

• Maintains and improves department database of review contacts and review lists. Produces seasonal list letter for media e-mail blast; manages list and deployment via Cision.

• Creates and circulates weekly publicity newsletter. 

• Manages publicity department email inbox: responds to inquiries, fulfills review copy requests via warehouse, refers inquiries to individual publicists when necessary. Maintains departmental inventory of galleys and finished books.

• Reads, excerpts, and posts review quotes from all media into publishing management system for use on paperback covers, HUP website, partner sites, advertising, and promotion. Shares review quotes with Director of Marketing for approval prior to weekly circulation via hup-mktnews email list.

• Responsible for payment of invoices, including processing (with accounting) and cost assignment and record keeping in publishing management system.

• Manages departmental subscriptions, assists with other tasks as assigned.

Awards (25%)

• Collate awards requests from author questionnaires to include on monthly nomination lists. Consult with Editorial Director if any prize should not be included.

• Using previously established SharePoint files, share all possible awards for each month with Editorial Director who eliminates irrelevant awards before the list is circulated to the entire department.

• Send SharePoint link to all AEs and EAs, who then go to SharePoint and add their suggested nominations by established monthly deadlines.

• Keep Biblio updated: enter awards information and guidelines in the awards database in Biblio. Keep Biblio updated with nominated titles and title status for each award entered.

• Read all award eligibility guidelines and deadlines and keep track of them. 

• Order required number of books to be sent to awards committee members. Where applicable, provide protected digital book files through SharePoint.

• Submit check requests for awards entry fees using P Card and report on Concur. All Concur expense reports to be approved by Director of Marketing. Ask for approval in advance for unusually high nomination fees.

• Write nomination letters based on descriptive copy and seek approval from relevant AE or Editorial Director before sending the letters out. AEs may also write their own nomination letters.

• Seek approval from Editorial Director for high-profile awards, awards with nomination limits, and awards with high fees. (NB: These high-profile awards are tracked in advance by Editorial Director.)

• When an HUP book wins an award, update Biblio, and send a HUPall (email used for office-wide communication). Keep record of, and communicate with relevant colleagues, all embargoed information. 

• Answer awards-related correspondence from author, keeping AEs and Editorial Director looped in, as necessary.

Work Schedule: Monday-Friday, hybrid.