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Sarah MacLean, Pamela Palmer, Elizabeth Boyle, Kim Castillo, Rachel Gibson, Julia Quinn
A Day in the Life of an Author Assistant
By Kim Castillo
9:00am – wake up by cover models bringing me hot cocoa and croissants in bed.
10:00am – read three romance novels that won’t be published for at least a year.
12:00pm – lunch with Eloisa James, Julia Quinn and Teresa Medeiros.
2:00pm – attend photo shoot with Eloisa at Good Housekeeping.
2:15pm – run rampant through Good Housekeeping’s Seal of Approval department.
3:30pm – nap for evening events.
5:00pm – attend a very high profile cocktail party with everyone in publishing.
Yeah, no. My job does come with some very cool perks — reading books early, lunching with authors I idolize once or twice a year and the occasional interview — but for the most part it’s like any other office job.
I spend the bulk of my work hours reading and sending emails. It’s 4pm right now and I’ve sent approximately 450 emails so far and I’m not even close to being done. Not to mention that I’m still in my pajamas too. 80% of my work is done via email. Clients sending tasks, brainstorming with clients or sending requests on behalf of a client.
- Kim Castillo and Kristan Higgins
A couple times a week I’ll have a conference call with a client. Yup, it’s pretty cool to have Kristan Higgins ring you up or Jillian Hunter leave you a message. But those are the important calls when it’s imperative to take good notes because you don’t have an email to reference back.
In between emails and calls, I work on writing newsletters, contest text or website content. And putting out fires. Every now and then something will go wrong that needs my immediate attention. Maybe something on Facebook isn’t working properly (does it ever?) or a package needs to go in the mail asap.
Sometimes I do get to get out of my office to go to the post office. A Lot. They know me by name there. Last year I mailed approximately $17,000 through the USPS. Like I said, a lot.
Kim Castillo and Eloisa James
Do I love my job, absolutely! There’s nothing like building something from nothing that supports your family AND makes you happy. Someone once told me “Find something you love so much that you would do it every day whether you get paid or not.” This is my something but thankfully, I do get paid..png "Smile"){kind=small}
I believe everyone should find their “something”. There’s no happiness or satisfaction like it.
Have you found your “something”? What is your dream job? And ask me anything about my job and/or authors. If it’s not confidential, I’ll share!
Connect with Kim at her website: http://www.romanceauthorsbestfriend.com/ or on Facebook at https://www.facebook.com/#!/KimCastillo
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by Debbie Kaufman
Hi Kim,
What a good giggle- breakfast served by cover model. Thanks for neat insight into your day.
A very cool job. When you say Author Assistant, is that one author or many?
Cover models bringing you hot cocoa in bed? That sounds nice. I enjoyed meeting you at M&M last year when Eloisa James spoke at the keynote luncheon. What are some of the things you do for your authors?Is it publicity, PR-related? I know you said you do newsletters and manage their Web sites? What else, book tours and contests etc. Thank you for blogging with us.
Yeah, you had me a breakfast served, cover model or not, LOL! So tell me, Kim, with that rather impressive roster of A-list clients, do you take on any new ones or just do specific things for others? What would that be (if you do).
That does sound like a dream job, Kim! Thank you for sharing your day with us.
Hi Laura! Glad you had a giggle.
That’s many, Mary. I work with several authors. Some on an ongoing continuous basis and others on just certain projects.
It is a dream job, Pam! I’m very blessed to do something I truly love and enjoy. After many years of slaving away in a factory, unhappy and unappreciated, I never take a day of this for granted.
LOL! Marilyn. Actually it’s more like my husband bringing me an egg mcmuffin but I’ll take it. It was lovely to meet you too. M&M is a great conference and I really loved it there. I can’t wait to come back.
A lot of my work is promotion based. I do bookseller outreach by maintaining a database of independent bookstores to send out promotional materials to at book release time. I do LOTS of contests. Lots. Book tours are more of a publisher responsibility but help to get the word out about appearances. Every now and then I get to attend some events too. Next month I’ll be with Eloisa James for two days on her The Ugly Duchess tour. Yay!
Thank YOU for having me!
I loved your fantasy day, Kim!
Plus I enjoyed hearing about your real day. How many clients do you have in all? I think your message is great. We should all try to find a job we love.
Also, how do you measure your success? By book sales? Or other barometers? Have you noticed an increase in sales for a client since you’ve taken them on?
Fun, Kim! I’m a personal assistant as well, BUT nothing as glamorous as you
Thanks for sharing, I always wondered what went into being an author assistant.
Hi Debbie! Yes, I do take on new clients. It really depends on what their needs are. Sometimes their needs are something I don’t really excel at or might not have the time to tackle at the moment so I’ll recommend one of my friends who also does assistant work.
I really like helping out debut authors. It’s a lot of fun to watch an author grow and see their readership build. I’ve been working with Tessa Dare since before her first book published and it was quite a thrill to see her hit the NYT list and win a RITA. Kristan Higgins and I have been friends since her first book also. I’ve been working with her for her past few books and we have a great time planning her marketing plans.
One of my main goals when working with a new author is to help them build their newsletter list. That’s one of the most important tools an author can have.
A lot of the specific projects I do are Facebook page enhancements, Facebook contests, bookseller mail outs and author co-op promotions. As a matter of fact, I have a very exciting co-op being announced later today!
Very good question, Marilyn! Honestly, a lot of what I do isn’t quantifiable. There are so many factors that go into sale numbers and for most of my clients I don’t know those numbers. Definitely when a client hits one of the lists. Otherwise, I gauge success project by project. When doing a Facebook contest, I want to see several hundred entries and over a hundred new likes on that page. But it depends on where we start with what response we’ll see.
For instance, one of my clients has a little over 300 likes on his page. If we post something and see his likes go up or over 100 entries into a contest, I consider that a success.
hmm, this is a tough one. I guess mainly if a client is pleased, I’m pleased. Sorry not to have a better answer
Hi, Kim. How did you get started in this business and who was your first client?
Kim,
That was a great answer. Thank you very much.
Marilyn
Fascinating!
I love that you found a way to a job you love and I’m hoping that one day I’ll be asking you for help
cheers
Kathryn.
Hi, Kim! Wow, you really did a LOT of mailing over the past year!!! I thought I was mailing a lot, but you’ve got me wayyyyy beat!
I really liked your answer about how you gauge success. The truth is, with marketing, you are often left without quantifiable results. Even when our author clients hit the lists, we have no way of knowing whether our marketing efforts played a role in that. There are so many intangibles in publishing, and it takes a magical combination of everything working right, as far as book sales. With growing a mailing list/Facebook numbers, we have the luxury of knowing when the numbers climb and by how much, so it’s easier to gauge success.
Anyway, just popping by to say hi! Your clients are lucky to have you! You’re hard-working, creative, and positive.
Jenel
You have my problem. It’s getting old having those models wake me every day begging me to eat strawberries and cream. Yeah, I can dream! Sounds like you have a fabulous job. There not much that beats having a job that you absolutely love. Happy for you. Can’t wait to meet you at M&M.
Hi Bridget!! You know, it really varies a lot. I have a handful that I’m very intricately involved with in most aspects. Then there are others that I just mail for or just update their FB page when they need it.
I didn’t know that, Okie!! What industry are you an assistant in?
LOL, Ruth!! Eloisa of course. Initially I was a reader, wrote her a gushing letter about how much I loved her writing and that she better not even think about changing Josie in the Essex sister series. I kept nagging her that I could help her with stuff and eventually she emailed me with “I have a proposition for you.” And as they say “The rest is history.”
Eloisa and I work very well together so she started recommending me to her friends. My business has been built mainly by word of mouth. I haven’t done much marketing for myself.
Thanks, Marilyn
Thank you, Kathryn! I hope so too
Thank you, Maxine! I won’t be at M&M this year as I have an appearance in Toronto but hopefully next year.
Everyone, please meet one of my good friends and fellow author assistant, Jenel! She’s wonderful and insanely creative. Plus a wonderful advocate for our business.
Thanks, Jenel. You’re absolutely right. One of the hard things about promotions is that promotion A might give incredible results for book 1 but then be a dud for book 2. I remember one time with Eloisa, we worked really hard, did everything we could think of her her first week numbers were really low. Well, it was due to a blizzard and books not being delivered to stores on time. So many variables.
Thanks so much for popping by!
So a question for all of you!
What’s been the most clever promotion or swag you’ve seen?
Wow, Kim, you’re a amazing. Anyone who can read three book in two hours has my vote.
In my previous life, I was an admin assistant. Corporate world, science no less. I bet working with such great authors and creative minds is wonderful. Plus, wearing PJ’s is a perk, but 450 emails a day. I’m impressed.
Thanks for sharing your world. Continued success to you and your clients.
Kim, I find your job endlessly fascinating! Thanks for the look into your day. And you know that I just LOVE you!!
“There’s nothing like building something from nothing that supports your family AND makes you happy.” Words to live by. Good for you, Kim.
A job in a factory! I’m so glad you’re past that now. Yuck. You must be one determined lady.
My dream, of course, is to be able to support myself through my writing. Any tips toward that end from the marketing perspective?
Hi Kim,
Your job sounds like a dream come true. (I’m picturing that office work being done in your PJs….right?) Of course, I’d sit in bed with the laptop if some handsome stud were bringing me coffee & breakfast. (sigh) In my case, it’s usually the other way around…LOL I’m the early-riser in the family.
Do you think you’ll be at Nationals in 2013??? It’s here in Atlanta and we’d love to meet you. We’ll do our best to show you our PF&HT version of Southern Hospitality.
Thank you, Sia. I wish I could read 3 books a day!
MWAH @ Crystal. Can’t wait to see you in a couple weeks!!
Me too, Linsey, and yes, I’m very determined. I’m a high school drop out with a GED and self taught on everything from email to FilePro. Not that I ever wanted to have a business but I did always want and work for more. We’re the only ones who can make our dreams come true.
If you want your writing to support you then you need to treat your writing as a business. It can’t be something you need to “make time for”. It just needs to be. As Kathryn Caskie told me a few years ago, “write one page a day and by the end of the year you’ll have a complete book.” Write, write and write. It has to be a priority.
Also, get out there on social networks as a writer. Have a website. Attend conferences when you can and take editor/agent appoints if you’re at that point. If you’re not at that point, introduce yourself to agents and editors. Not as a writer giving an elevator pitch but just to say hello and meet them. Start making those network connections.
Sandra, yes! I’m totally planning on 2013. Can’t wait to meet all of you.
I enjoyed reading about your fantasy day, Kim. Congrats on making money doing what you love!
Great article – I loved it (and I giggled too!). How did you get started doing this? It’s a great opportunity to do what you love, and you get to work from home!
Thanks again for sharing it!
Hi Kim, I loved waking up to your wonderful fantasy! Your blog today is also terrific and you make it soune like a dream come true!
I know from my personal interactions with you over the past few years that you are very good at everything you do. And even though I feel that I know you a little bit already through these exchanges, I am looking forward to meeting you in person in Atlanta for RWA/2013 next year!
Thank you, Carol.
Hi Kristyn, I just kind of fell into it when I was friends with Eloisa James. She took a chance on me and it worked out great. Thanks for stopping by!
Thanks Kim for insight into your job. I’ve always wondered how you got started.
I’ve always enjoyed getting an arc as a contest prize. The opportunity to read something before everyone else is always fun!
I assist two attorneys at home, Kim. I grocery shop, deal with incoming and out going phone calls and appointments, dry cleaning, etc, – basically make sure the house runs smoothly. I love my job and I’m Super Lucky to have fabulous employers
As Do You!!
How fun, Okie!! I need you! LOL. Do you do post office runs too?
Thanks for stopping by, LauraR. Winning any prize is fun!
Ok guys, I’ve got to get dinner going but I’ll try to pop in later tonight. If not, I’ll check in the morning for any more questions.
Hi, Kim! I want cover models as my wake up call, too!
I have a technical question: if you were to mail out one mmpb, do you usually use First Class or Media Mail?
Also, did you know that there’s a Priority Mail Flat Rate Padded Envelope which can take up to 4 mmpb and only cost $5.10 to ship anywhere in the US? Or would you still advise using Media Mail?
Yes, I do a lot of shipping in my day job.
Move to Reno
I’ll be your personal assistant too 
I do, Kim! More UPS runs than post office BUT they know me very well at both. The lady at the UPS store knows my bosses phone number by heart (that’s how they look up accounts) and the lady at the grocery store has memorized my bosses house account number. It’s crazy how much shopping I do for them at the same stores. LOL!!
Great blog, Kim! YOu do an amazing job. Kim is one of the most organized people I know. You’d have to be to keep all the balls in the air like she does.
(And don’t let her fool you. I’ve heard tell of hot cover models going in and out of her house at all hours. It’s in her contracts under ‘fringe benefits’.)
Hi Infinitieh,
I rarely send media mail anymore unless it’s a large box of just books. Pretty much I send priority or first class. It’s about $2.50 for a single mmpb. I used to use media all the time but I started getting a lot of “My prize never came” emails.
Yup, I use those flat rate paddeds all the time. Although I pay $5.30 for them. I believe it’s cheaper if you do click n ship though. And yes, if I’m mailing 3 or more books I use one of those. They’re also great for mailing a bunch of bookmarks since they are heavy and can’t go media.
What’s your day job?
Santa, I LOVE YOU!
You forgot one thing in your day-in-the-life: answer phone call from crazy friend who can’t figure out 1) her personal life, and/or 2) how the computer works.
Right?
That’s the best part of my day, J Perry!! Couldn’t make it without my crazy bffs.
Smooch.
Sounds awesome, Kim! Thanks a ton for sharing this with us. I love seeing “behind the scenes” stuff.