Role Overview The Executive Assistant to the Head of Publications plays a critical role in supporting the leadership, daily operations, and project workflows of AstaGuru's Publications department. The role combines high-level executive assistance—including calendar management, cross-functional communication, and strategic tracking—with hands-on editorial project management, vendor follow-ups, and production coordination.

Working closely with the Head of Publications, Art Specialists, Editors, Designers, and external print/production vendors, the Executive Assistant ensures that every auction catalogue, luxury magazine, and research publication is executed seamlessly according to strict pre-auction print and launch schedules.

Key Responsibilities

- Executive Support & Administrative Management :

- Provide direct executive assistance to the Head of Publications, managing calendars, scheduling internal/external meetings, and organizing daily priorities.
- Serve as the primary administrative gatekeeper and communications link between the Publications leadership and internal departments (Sales, Art Specialists, Marketing, Operations, Finance).

- Prepare agendas, meeting dossiers, and briefing notes for departmental reviews, catalogue planning sessions, and leadership meetings.
- Track action items, decision logs, and project milestones following executive meetings to ensure timely execution by team members.

- Editorial & Catalogue Production Coordination :

- Maintain comprehensive production schedules for upcoming auction catalogues, magazines, essays, and editorial projects.
- Coordinate the workflow of lot descriptions, specialist essays, artwork photography,



and cataloguing inputs from specialist teams to the editorial/design desk.

- Assist in proofreading, formatting review, and structural checks of catalogue drafts prior to final pre-press approval.
- Track content submissions and follow up with internal contributors (Specialists, Researchers, Copywriters) to eliminate bottlenecks.

- Vendor & Logistics Management :

- Coordinate with external print production partners, color technicians, paper suppliers, binders, and shipping vendors.
- Request, track, and archive vendor quotes, purchase orders, delivery challans, and invoices for the Publications department.

- Manage inventory tracking and logistical distribution of physical catalogues for auction previews, VIP mailing lists, and exhibitions.
- Assist in monitoring vendor service level agreements (SLAs), print timelines, and delivery schedules.

- Departmental MIS & Financial Tracking :

- Maintain accurate records of departmental budgets, publication expenses, printing costs, and production invoices.
- Prepare weekly operational MIS reports and status dashboards tracking catalogue progress against auction deadlines.

- Coordinate invoice approvals and payment tracking with the Accounts and Finance teams.
- Qualifications & Experience:
- Bachelor’s degree in English Literature, Communications, Mass Media, Arts Management, Business Administration, or a related field.

- 2-4 years of experience as an Executive Assistant, Editorial Coordinator
- Direct experience working within publishing houses, media agencies, luxury brands, galleries, or corporate executive offices is highly preferred.

- Robust proficiency in MS Office Suite (Word, Advanced Excel, PowerPoint, Outlook) and digital project tracking tools.

📌 EA to Publications Head (Mumbai)
🏢 AstaGuru
📍 Mumbai