Executive Assistant to the Managing Director of HarperCollins Children’s Books and Farshore (12[...]

HarperCollins Children’s Books and Farshore is seeking a dynamic, detail-oriented, and highly organised Executive Assistant to provide maternity cover for a period of up to 12 months. The successful candidate will support the Managing Director (MD) as we strive to drive growth and profitability across our two children’s books divisions, united by our mission to make every child a proud reader.

By working closely with the MD and both management teams and cultivating a robust network within the wider business, the ideal candidate will serve as a crucial point of contact for both divisions. Responsibilities include:

• Anticipate, plan and deliver the needs and requirements of the MD.
• Maintain a balanced approach when interacting with individuals at all levels, acting as a positive ‘front of house’:

• Provide professional and timely responses to both external and internal queries, particularly from authors and agents.
• Handle confidential matters with discretion and respect and maintain a professional demeanour with VIP guests.
• Foster positive relationships with other Executive Assistants across the business to facilitate effective support for the wider executive team and to deliver central initiatives.
• Ensure no diary clashes occur and manage the MD’s office time effectively, organising internal and external meetings promptly.
• Book meeting rooms and log visitors to the building and ensure correct technology set-up.

• Organise and coordinate internal and external meetings for the MD (and other management team members as required).
• Prepare agendas and take minutes for key meetings, following up on and progressing key actions and discussions.

• Assist the two divisions with event and project management, supporting with various initiatives, events and projects to ensure successful execution, in particular with Consumer Insight.

• Manage travel arrangements, expenses and process invoices in a timely manner.
• Liaise with HR to keep divisional org charts up to date.
• Collaborate with IT to resolve hardware and software issues.
• Coordinate contracts for signature via Adobe Sign.
• Create PowerPoint presentations and prepare materials/packages for the MD and management teams.
• Handle and redirect incoming queries to the relevant parties within the division/business.
• Oversee general ‘office management’ of the divisional workspace and environment.
• Plan and manage team events, socials and gifting.
• Respond to unsolicited correspondence on behalf of the MD.
• Assist in compiling internal and external presentations and events for the divisions.
• Liaise with key contacts within the office building, including the post room, loading bay, facilities, 17th Floor event space.

Skills Required:

• Excellent organisational skills and ability to help organise others.
• Excellent interpersonal skills, characterised by warmth and approachability.
• Resilient and calm under pressure, adept at multitasking and meeting deadlines for both oneself and the MD.
• Capability to balance workloads effectively, prioritise personal work tasks as well as the MD’s heavy workload.
• Strong communication skills, with the confidence to engage at all levels and commitment to being a good team player.
• Ability to manage sensitive and confidential matters with discretion.
• Proficient IT skills, particularly in Microsoft Office Suite.
• Confident and comfortable navigating new systems e.g. Concur expenses, Adobe Sign.
• High level of literacy and meticulous attention to detail.
• Capacity to work independently, as well as collaboratively within a team.
• A self-starter, solution-oriented, and flexible in approach.

Hybrid working model (3 days in the office) with various benefits including private healthcare cover, life assurance, and employee assistance programmes.

If you wish to discuss anything regarding this position and/or your application to this role, please reach out directly to stephanie.jemmett@harpercollins.co.uk with subject heading ‘Vacancy Query’ plus the job title and we will aim to get back to you within 5 working days. Please note, if you are interested in the role you would need to submit your application via Applied. We do not accept email applications.