Office Manager & Operations Coordinator (Publishing)

Location: Annapolis, MD (must live within ~15 miles)

Schedule: 22–26 hours/week

Compensation: $30/hour+, commensurate with experience, with potential for additional hours during peak production periods

About Us

Annapolis Home Magazine is a luxury architecture and interior design publication focused on high-end homes, design excellence, and regional storytelling. We operate in a deadline-driven, detail-oriented environment where accuracy, organization, and visual standards are essential.

We are a small, collaborative team where this role serves as a key operational function supporting both office management and publishing workflows.

Role Overview

We are seeking a highly organized Office Manager & Operations Coordinator (Publishing) to oversee day-to-day office operations while supporting the systems and workflows behind magazine production.

This role is ideal for someone who enjoys structure, accuracy, and operational consistency, and who is comfortable managing multiple systems, deadlines, and priorities in a fast-moving publishing environment.

You will work closely with the Publisher to ensure smooth operations across administrative, financial, and publishing-related functions.

What You’ll DoOffice Management & Executive Support

• Support the Publisher with scheduling, correspondence, and document management
• Manage day-to-day office operations and administrative organization
• Maintain internal files, workflows, and operational systems
• Serve as a key point of coordination within the office

Publishing & Production Support

• Assist with proofreading and preparing content for publication
• Coordinate advertising and production deadlines
• Organize and maintain visual and editorial assets for publication use

Data, CRM & Records Management

• Maintain accurate records for advertising, subscriptions, and mailing lists
• Track contracts, invoices, and deadlines across multiple systems
• Produce structured reporting using Excel (data tracking, formulas, summaries)
• Manage CRM and communications tools (e.g., Salesforce, Constant Contact, or similar platforms)

Marketing & Events Support

• Support email newsletters and scheduled digital communications
• Assist with content scheduling and audience engagement tasks
• Help coordinate annual events, including evening programming

Systems & Process Improvement

• Identify opportunities to improve internal workflows and organization
• Support ongoing improvements to operational systems and documentation
• Help maintain consistency and accuracy across all internal processes
• Ensure office runs efficiently with required supplies.
• Coordinate Magazine distribution.

What We’re Looking For

• 3+ years of experience in office management, operations, executive support, or publishing assistance
• B.A. Degree
• Strong Excel skills (data tracking, formulas, structured reporting)
• Experience with CRM or workflow systems (e.g., Salesforce, DocuSign, Constant Contact, or similar tools)
• Strong attention to detail and proofreading ability
• Excellent written communication and organizational skills
• Ability to manage multiple deadlines independently and reliably
• Comfortable working on-site in a structured, deadline-driven environment
• Valid driver’s license and reliable transportation

Nice to Have

• Experience in publishing, media, interior design, or luxury brands
• Familiarity with Canva or social media scheduling tools
• Event coordination experience

Why This Role Exists

This role ensures the smooth and accurate operation of both office systems and publishing workflows. The Office Manager & Operations Coordinator is responsible for keeping information organized, deadlines on track, and internal systems running efficiently behind the scenes of a high-quality publication.

The right candidate takes pride in structure, accuracy, and being the person who ensures nothing falls through the cracks.

Hiring Process

• Cover letter with relevant experience examples
• Three professional references
• Interview and skills-based assessment for finalists

Pay: $30.00 - $36.00 per hour

Application Question(s):

• What days and hours are you available to work? Be specific.
• How would you describe your level of writing?
• Have you worked in publishing or with luxury brands previously?
• If you are currently employed, why do you wish to leave your position?
• What do you know about Annapolis Home Magazine?
• How do you feel about working independently, with a small staff, and in an office alone some of the time?
• Ideally, how many hours would you like to work per week?
• Do you live within 15 miles of down Annapolis? If so, what city?
• What parts of this job description are you the strongest? What areas will you require training?

Education

• Bachelor's (Preferred)

Experience

• administration: 3 years (Required)
• Microsoft Excel: 3 years (Required)

Work Location: In person