Studio Assistant

The Collective Book Studio is seeking an Office & Sales Assistant (“Studio Assistant”) to help grow our business and expand our outreach. This position is a critical role that interfaces directly with the Collective Book Studio’s founder/publisher and internal team.

This role will report to the Collective Book Studio’s founder/publisher and duties will include maintaining studio organization and inventory; preparing outgoing shipments; coordinating sales outreach, orders, and database; and tracking incoming studio shipments.

The candidate must have excellent communication skills (both written and verbal), be comfortable working independently, highly organized, able to prioritize and multitask while meeting strict deadlines, possess a can-do attitude, and be able to clearly communicate on behalf of the company.
In-office mailing, organizing, and book inventorying work is required in person at minimum 2 days per week in Oakland, CA.

Applications Due


20 Hours/week, Hybrid with a minimum of 2 days/week in-office in Oakland



Job Dates

Ideal Start Date is mid-May


Oakland, CA


Duties and responsibilities include:

Work closely with the Collective Book Studio’s founder/publisher on:

  • Assist the Founder on day to day email management, project management and author relations 
  • Assist the Founder with Article pitches and writing
  • Submit all seasonal frontlist titles for trade review and for relevant book awards.
  • Send outreach to industry stakeholders (libraries, bookstores, partners) for book awards and book reviews. 
  • Conducts seasonal Amazon audits for all frontlist titles. 
  • Attend meetings (team meetings).
  • Complete administrative tasks (schedule meetings, prepare presentations, organize digital documents). 
  • May perform other duties as assigned.

In addition this role will work with the Associate Publisher in:

  • Assist with the editorial elements (ex: BISAC codes, key selling points) of title tipsheets.
  • File for author/illustrator copyright, and perform other essential tasks to support CBS books and authors (LCCN filing, Leveling submissions, and others as needed going forward). 

Additional administrative tasks will include:

Manage in-office inventory

  • Liaise with design and production on the arrival and inventory of:
  • Book advances
  • Marketing materials
  • Organize and catalog incoming materials: 
  • Book advances
  • Book returns and hurt sales
  • Marketing materials

Manage internal/external mailings

  • Books to the copyright office, as needed
  • Books to the library of congress (all books)
  • Pack and ship internal mailings.
  • Log internal mailings 
  • Receive copyright documentation at the office, scan and archive documents. Update copyright status in relevant systems

Assist with Order Tracking

  • Track and manage orders in internal systems
  • Coordinate special orders and publisher fulfilments with distributor

Managing Inventory for events

Monitors, tracks, and responds to author event orders and logistics, and liaises with appropriate members of sales staff for follow up

Occasional attendance of local to the Bay Area book events

Collate and mail materials for trade shows or company events 

  • Sales Assistance
  • Performs sales-related administrative support duties for founder including tracking prospective specialty sales accounts, premium accounts, book clubs, and subscription boxes 
  • Assists sales with database duties: orders, account contacts, buyers, sales leads, etc
Required Skills
  • Good organizer to manage an office, mailings, etc
  • Excellent customer service
  • Self-starter and is ok to ask questions
  • Patient with a unique ability to navigate a variety of personalities
  • Must love books
How to Apply

Please submit your cover letter and resume below