PA to Managing Director, Executive Publishers and Associate Publisher

Introduction to the role

We are looking for a Personal Assistant to provide key support to and work closely with the Managing Director, Executive Publisher and Associate Publisher for our HarperFiction, HarperNonFiction, Avon, One More Chapter, HarperNorth and HarperCollins Ireland divisions. This is an integral role responsible for complex diary management and admin support for three individuals as well as some divisional administrative responsibilities, and also acts as a key point of contact for internal and external stakeholders. The successful candidate will be a confident communicator, highly organised, with a passion for publishing.

Key tasks and accountabilities

• Diary management for the Managing Director, Executive Publisher and Associate Publisher, ensuring effective management of time with no diary clashes

• Scheduling and organising external and internal meetings, including preparing agendas, ordering hospitality and taking minutes for meetings

• Administrative support for the Managing Director, Executive Publishers and Associate Publisher (arranging post, international travel, currency, accommodation, expense reports, raising POs etc.)

• General office management (stationery, display shelving etc.) and point of contact for Facilities

• Key point of contact for authors and agents as well as internal stakeholders

• Key liaison between CEO and MD Executive Assistants and Communications with regards to board-level meetings, reports and events

• Maintaining accurate and up to date email distribution lists

• Logging and overseeing agent submissions, and responding as appropriate

• Replying to unsolicited correspondence (customer comments, manuscripts etc.)

• Creating PowerPoint presentations

• Overseeing prize submissions, award ceremonies and Bookseller submissions

• Any ad hoc editorial or project work as required      

Skills required

• Excellent organisational skills – able to handle and prioritise multiple tasks

• High level of accuracy and attention to detail

• Excellent IT skills, including Outlook, Word, PowerPoint and Excel

• Ability to work calmly and effectively under pressure and meet deadlines

• Ability to communicate confidently at all levels, discreet and sensitive in communication

• Highly proactive with a strong sense of initiative

• Proven previous administrative experience

• Knowledgeable in handling sensitive and confidential information

Benefits 

• Hybrid working model (2+ days in the office) 

• 28 days holiday plus bank holidays (option to buy and sell holiday days) 

• Relocation rent loan

• 2 volunteering days

• Enhanced pay for maternity, paternity, adoption and shared parental leave 

• Private healthcare cover and life assurance 

• Free access to HeadSpace, employee assistance programme (24 hour helpline), mental health first aiders, and a wellbeing portal 

• Employee networks: HC All In (open forum), Elevate (for ethnic minority colleagues), HarperParents, Menopause at Work and Pride at HC 

• Unlimited training on our Learning and Development portal, management courses (up to MA level) and mentoring programmes 

• Virtual GP and eyecare vouchers 

• Charitable donation matching and volunteering day 

• We're a certified Carbon Neutral company 

If you wish to discuss anything regarding this position and/or your application to this role, please reach out directly to our People Advisor at [email removed - click apply for more details] with subject heading ‘Vacancy Query’ plus the job title and we will aim to get back to you within 5 working days.