Inhabit Media Inc. is the first Inuit-owned, independent publishing company in the Canadian Arctic. We aim to promote and preserve the stories, knowledge, and talent of the Arctic, while also supporting research in Inuit mythology and the traditional Inuit knowledge of Nunavummiut (residents of Nunavut, Canada’s northernmost territory). Our authors, storytellers, and artists bring traditional knowledge to life in a way that is accessible to readers both familiar and unfamiliar with Inuit culture and traditions. The successful candidate is required to be in the office Monday to Friday.

We are looking for a highly organized, enthusiastic book lover to join the team in Toronto! The Publishing Assistant will have responsibilities that are related to production, eBooks, awards, royalties, sales and marketing support, and administration.

DUTIES AND RESPONSIBILITIES

Production

• Manage shipping (logistics, carton labelling, customs, etc), communicate with various vendors (printers, custom brokers, freight forwarders, buyers, etc), address any questions or issues.
• Track all shipments going to the North and generate Canadian North waybills when necessary.
• Update production schedule to track POs, shipment notifications, etc.
• Verify printer invoices match quoted costs/quantities and track payment with the accounting department.
• Assist in resolving production-related errors (stock spot check, stickering, etc).
• Assist in various production-related research (finding new vendors, testing, sample request, etc).
• Arrange stock transfers from Orca or Ingram.
• Create monthly low stock report to review inventory and flag low stock quantities.

eBooks

• Communicate with eBook conversion partners (like Codemantra) and designers to quote and complete epub conversions.
• Add metadata for new eBooks to Coresource, and update existing metadata as required.
• Fill in promo spreadsheets from eBound.
• Special project: point of contact for eBound’s EARP (Equitable Access to Reading Program) project; we will be converting 14 books from our backlist in Phase 2 (2025) and approx. 16 books in Phase 3 (2026).

Awards

• Track award deadlines and submit books throughout the year (ie. filling out application forms, mailing books, processing payments).

Royalties (twice a year)

• Create/update list of all authors receiving royalties and their preferred method of payment.
• Compile cover letters and physical reports to mail with cheques.

Sales and Marketing Support

• Add news, new releases, and new author/illustrator information to the website; periodically update and check website for errors; update the company intranet site monthly with Inhabit Media news.
• Occasionally assist with setting up/take down of trade shows or events within the city.
• Add POs and orders to HiPoint as needed; mail complimentary review copies or marketing materials.
• Quarterly order of upcoming new releases for Inhabit Books (for both Arvaaq Press and Inhabit Media).

Admin

• Update carton qty and weights in BooksoniX when available; add Inuktitut books to BooksoniX as needed.
• Track and mail author and illustrator gratis copies.
• Mail legal deposits and other resources as needed.
• Maintain office bookshelf and order office supplies.
• Book travel arrangements.
• Receive and organize all incoming mail.
• Organize credit card receipts and assist accountants with credit card reconciliation.
• Assist with general office duties including: loading and unloading the dishwasher, restocking coffee and snacks, assisting with social event planning (holiday parties, staff lunches, etc), and filling in for the Office Manager when she is out of office.
• All other admin tasks as required.

QUALIFICATIONS

• Post-secondary publishing qualification or equivalent education/experience preferred.
• 1-2 years in the publishing industry (books or magazines). This experience can be in the form of one or more internships completed.
• Excellent communication skills and interpersonal skills, with a demonstrated facility for relationship management.
• Proven ability to work independently and be a self-starter.
• Excellent time management skills and attention to detail.
• Proficiency with Microsoft Office Suite and Google Workspace.

When submitting your application, please send your cover letter and resume to [email protected].