Administrative Asst. & Logistics Coordinator

The Massachusetts Historical Society, America’s oldest historical society, is seeking a full-time Administrative Assistant to work with its Publications Department in the Collections and Content Development division. The Publications Department of the MHS manages the publication of the Society’s annual journal (MHR), printed books and multivolume editions, and digital editions, as well as other projects. The Administrative Assistant is a key member of the Publications Department, whose administrative and technical support ensures timely, accurate, and complete production of the MHS’s various publications. This is an early-career position for a person who enjoys administrative organization work and is interested in a career in nonprofit or academic print and digital publishing. Overview: The Administrative Assistant (AA) provides administrative support to the MHS Collections and Content Division (CCD) by facilitating the production of the MHS’s digital and print publications. The AA coordinates the administrative functions necessary to the department’s editorial workflow, print and digital production, permissions management, distribution and royalties, inventory, and internal and external communication. The Administrative Assistant will work primarily in the Publications Department, with occasional assistance provided to the Adams Papers Editorial Project and Collections Services. As Logistics Coordinator for the Primary Source Cooperative, the AA also participates in a cooperative publishing platform for digital scholarly editions, hosted by the MHS. The ideal candidate will be someone who enjoys moving through a variety of tasks and engaging with their colleagues. The AA will provide support with communications, file and inventory management, book distribution, meeting arrangements, and documentation, and will also assist with proofreading and annotation of the MHS’s publications. Reporting Relationships: This position reports to the Editor of Publications. Schedule and Work Location: This is a full-time, hourly position, primarily working during the Society’s 35-hour workweek, Monday-Friday, 8:00AM-5:00PM. This position works primarily on-site at the MHS’s Boston headquarters, with some remote work possible. This is a grant-funded position-- funding after July 2029 is not guaranteed. Major Responsibilities: • Manage all book and periodical stock, sales, and royalty tracking, including managing vendor, permissions, and subscriber relations and communications. • Manage publications queries and publications permissions requests. • Support Publications Department meetings and meetings with internal and external publications and project partners. • Support administrative aspects of production, including managing CIP, BIP/Bowker, and copyright filing information; illustration and image file research, permissions requests, and documentation. • Participate in collation, verification, and proofreading in accordance with in-house stylesheets in furtherance of editorial quality control and historical collation. • Provide daily administration of the Publications Department’s data, systems, and reporting, including meeting minutes, web analytics, expenses, invoicing, royalties, and filing and organization systems. • As Logistics Coordinator, Primary Source Cooperative: provide primary administrative support for the Society’s digital edition publishing cooperative, working across MHS departments and with the editors of the cooperative editions. Apply tot his job