Executive Assistant to Publications Head

About the role

The Executive Assistant to the Head of Publications supports the leadership and daily operations of AstaGuru's Publications department. Working closely with editors, designers, art specialists and external vendors, the role ensures auction catalogues, luxury magazines and research publications are delivered on schedule.

Key responsibilities

• Provide direct executive assistance to the Head of Publications, managing calendars, meetings and daily priorities.
• Serve as the primary administrative liaison between Publications leadership and internal teams such as Sales, Marketing, Operations and Finance.
• Prepare agendas, briefing notes and track action items, decision logs and project milestones.
• Maintain production schedules for catalogues, magazines and editorial projects, coordinating lot descriptions, specialist essays, photography and design inputs.
• Assist in proofreading, formatting reviews and structural checks of catalogue drafts before pre‑press approval.
• Coordinate with external print partners, color technicians, paper suppliers and shipping vendors, handling quotes, purchase orders and invoices.
• Manage inventory and distribution of physical catalogues for auction previews and VIP mailings.
• Maintain departmental budgets, expense records and prepare weekly MIS reports and status dashboards.

Required profile

• Bachelor’s degree in English Literature, Communications, Mass Media, Arts Management, Business Administration or a related field.

Required skills

What we offer

• Opportunity to work in a fast‑paced, high‑profile publishing environment.
• Collaboration with cross‑functional creative and business teams.