Publishing Operations Virtual Assistant

We are looking for a proactive and highly organized Virtual Assistant to support publishing operations and business administration for a growing consulting and publishing business.
You will help coordinate the production of books through Amazon Kindle Direct Publishing (KDP), ensuring manuscripts and publication materials are accurately prepared and organized.
The role also involves supporting the development of educational programs, webinars, online courses, and digital communities built around published content.
You will work closely with leadership and external contributors to coordinate projects, track deadlines, and keep workflows running smoothly.
AI tools such as ChatGPT and Claude will be part of your daily work, helping you streamline research, drafting, and administrative processes.
This is an opportunity to contribute to a growing operation, develop your publishing expertise, and take on increasing responsibilities over time.

• Format and organize manuscripts using provided templates and publishing guidelines.

• Prepare ebook and paperback files for publication through Amazon KDP.

• Draft book descriptions and prepare categories and keyword research for review.

• Maintain publication trackers, manuscript versions, ISBN records, and supporting documentation.

• Coordinate deadlines and deliverables with editors, designers, and other contributors.

• Review materials for accuracy and completeness before submitting them for approval.

• Organize approved book content for use in webinars, online courses, and communities.

• Upload educational materials, recordings, and resources to relevant platforms.

• Assist with webinar registration, scheduling, reminders, and follow-up administration.

• Repurpose approved book excerpts and educational materials into social media content.

• Maintain content calendars and related project documentation.

• Track project schedules, outstanding tasks, and recurring deadlines.

• Maintain organized digital files, spreadsheets, and project records.

• Use ChatGPT and Claude to support drafting, research, organization, and repetitive workflows.

• Prepare concise progress updates highlighting completed tasks and outstanding priorities.

• Assist with routine executive administration and process documentation.

• Identify opportunities to improve workflows as familiarity with the business develops.

The ideal candidate is an excellent communicator with strong organizational skills, practical publishing knowledge, and the ability to manage multiple tasks independently. The following qualifications and skills are expected:

• Hands-on experience with Amazon Kindle Direct Publishing (KDP) is strongly preferred.

• Previous experience in executive administration, project coordination, publishing operations, or business support is required.

• Excellent written English, professional spoken English, and strong proofreading skills.

• Proficiency in Microsoft Word, Google Docs, Google Sheets, spreadsheets, and Canva.

• Practical knowledge of ChatGPT and Claude is required.

• Experience preparing manuscripts and publication-related materials is strongly preferred.

• Familiarity with online course or webinar administration is an advantage.

• Experience with Circle.so, WebinarKit, Zoom, or similar platforms is preferred; training on the client's platform can be provided.

• Knowledge of social media content scheduling tools is an advantage.

• Audiobook production, basic video editing, and Lovable experience are additional assets.

• Strong attention to detail, accuracy, and presentation.

• Excellent organization, time management, and project coordination abilities.

• A proactive and resourceful approach, with confidence communicating with leadership, asking questions, and suggesting improvements.

• Willingness to learn new software and business processes and take on increasing responsibilities.

• Availability for an initial commitment of 10–20 hours per week, with full-time availability preferred as the engagement may grow.

• Ability to work Monday through Friday with flexible daily hours to be agreed upon, taking the client's Central Time (CST) preferences into account.