Ingram Content Group (ICG) is hiring for an Administrative Assistant to contribute to our team in LaVergne, TN just outside Nashville. This person provides a wide range of complex and confidential administrative and clerical support to the Vice President & General Manager, Commercial and the Commercial reporting areas (Sales, Sales Operations, Product Merchandising). Enhances executives’ effectiveness by providing information management support and representing the executives to other Ingram departments and executives as well as our customers and business partners.

Do you have experience working with publishers? Have a passion for helping publishers be successful?

At Ingram, our publisher-facing business offers more than just traditional wholesale services. It offers fully integrated and relevant solutions for client publishers. Comprised of book printing, digital book, distribution, publishing sales and marketing services, this part of Ingram’s business helps publishers discover more ways to sell content in markets across the globe. Based in the Nashville area, New York, Berkeley and other locations, our teams are collaborative, innovative, dynamic, and passionate about the business.

The world is reading, and it is our goal to connect as many people to the content they want in the simplest ways. If you share that passion, enjoy working in a fast-paced environment and want to contribute to a strategic part of the business that is evolving and expanding, we can’t wait to meet you!

Required Qualifications:

• High School Diploma or GED
• 3 years of experience in a customer service role

Preferred Skills:

• Strong communication skills
• Ability to provide writing samples

Key Responsibilities:

• Ensures smooth internal and external communication flow; by meeting milestones & key deliverables on or prior to deadlines, tracking all documents from inception to completion or approval, ensuring sensitive information is handled confidentially, and keeping all necessary departments up-to-date on reporting requirements and deadlines.
• Provides historical reference by developing and utilizing filing and retrieval systems, recording meeting minutes/discussions, etc.
• Provides administrative support to executive and assigned Directors through calendar management, securing dinner reservations, scheduling domestic and international travel and hotel accommodations, and placing out-going calls to provide information, set meetings, etc.
• Maintains office supplies inventory by checking stock to determine inventory level, anticipating needed supplies, evaluating new office products, placing and expediting orders for supplies within company guidelines and verifying receipt of supplies.
• Coordinates associate needs with Facility Services, WLS, and other ICG support groups.
• Prepares reports as required; to include but are not limited to Commercial Weekly report, Bi-Monthly report for the Commercial Business Review, the Commercial weekly 5/15 report and the minutes to various meetings. Creates custom reports and PowerPoint decks as required to support the VP’s.
• Coordinates Commercial customer and supplier visits to the La Vergne facility, including travel planning, meeting arrangements, and tours of the IBC Warehouse and Lightning Source.
• Manages donation request process, including logging, routing, preparing check requests, and writing decline letters.
• Creates correspondence, PowerPoint presentations, charts and reports for company meetings, client visits, etc.
• Prepares and submits expense reports. Reviews expense reports submitted for VP/GM approval to ensure travel expense policies have been followed.
• Schedules and coordinates meetings, prepares conference rooms, and orders catering as needed.
• Helps coordinate the retention of commercial contracts in Conga
• Conserves executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; and initiating telecommunications.
• Greets guests and customers, in person or on the telephone; ascertains nature of business, answers or directs inquiries to the appropriate staff member.
• Trains all Commercial staff on booking travel in both Concur and SWABIZ and submitting expenses through Concur.
• Work with a variety of people/personalities in a high-profile environment using diplomacy and tact. Resolve issues and troubleshoot a variety of situations.

Perks/Benefits:

• A highly competitive compensation package with generous benefits beginning first day of employment for Medical/Prescription Drug plans, HSA, Vision, Dental and Health Care FSA.
  • 10 vacation days & 10 sick days accrued annually and 3 personal days
  • 401K match, Life and AD&D, Employee Assistant programs, Group Legal, & more
  • Wellness program with access to onsite gym and basketball court for associates
• Avid reader? Numerous opportunities to engage with books and authors
  • Free card registration at the Nashville Public Library
  • Discounted offers to self-publish with IngramSpark®!
• Encouraged continued education with our tuition reimbursement program
• Financial and in-kind opportunities to engage with non-profits in your community
  • Company match program for United Way donations
  • Volunteer opportunities and in-kind drives for non-profits throughout the year
• Take breaks or brainstorm in our game room with ping pong & foosball
• Casual Dress Code

The world is reading, and Ingram Content Group (“Ingram”) connects people with content in all forms. Providing comprehensive services for publishers, retailers, libraries and educators, Ingram makes these services seamless and accessible through technology, innovation and creativity. With an expansive global network of offices and facilities, Ingram’s services include digital and physical book distribution, print-on-demand, and digital learning. Ingram Content Group is a part of Ingram Industries Inc. and includes Ingram Book Group LLC, Ingram Publisher Services LLC, Lightning Source LLC, Ingram Library Services LLC, Tennessee Book Company LLC, Ingram Content Group UK Ltd. and Ingram Content Group Australia Pty Ltd.

Ingram Content Group LLC is an affirmative action/equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, work related mental or physical disability, veteran status, sexual orientation, gender identity, or genetic information.

• EEO/AA Employer/Vet/Disabled
• We participate in EVerify.
• EEO Poster in English
• EEO Poster in Spanish