HQM&B is a division of HarperCollins Publishers, the second largest consumer book publisher in the world, with operations in 17 countries, and was named Publisher of the Year at the British Book Awards 2018.

We are looking for a Personal Assistant to provide key support to and work closely with the Executive Publisher, alongside facilitating the smooth-running of the HQM&B division.

The Personal Assistant is responsible for providing general administrative assistance to the Executive Publisher and the HQM&B division. This is an integral role supporting the Executive Publisher with diary management, organising and co-ordinating internal and external meetings, managing appointments and messages, providing a key point of contact for all authors, agents, and internal colleagues.

Key Accountabilities

Providing assistance to the Executive Publisher:

• Assisting with complex diary management

• Arranging meetings both internally and externally

• Managing room bookings and internal catering when required

• Organising travel and diary management – posting, inbox, outbox, etc

• Managing expenses on Concur

• Maintaining the author and agent database and assisting with author comms and mailings

• Taking meeting minutes, creating agendas, and distributing across teams appropriately

• Copying and distributing material as required

• Undertaking research on projects, gather market data and sales figures as requested

• Answering author queries and posting copies as requested

• Liaison with authors, agents, sales, marketing, and publicity

• Key point of contact internally and externally when the Exec Publisher is out of the office

General administrative support for the division:

• Logging and monitoring agent submissions

• Writing rejection letters where necessary

• Update AIs and Plan G information

• Reply to unsolicited correspondence - customer comments, manuscripts etc.

• Coordinate the contracts for CRFs (contract request forms)

• General ‘office management’ of team’s workspace and environment including managing lockers   for the division

• Update and manage the external resources and team contact list

• Generating internal and external presentations

• Any ad-hoc editorial duties as required

   

Skills & Experience

• High level of accuracy and attention to detail

• Highly proactive with an excellent sense of initiative

• Good team player

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

• Highly organised and able to handle and prioritise multiple tasks

• Effective communicator at all levels, discrete and sensitive in communication

• Excellent IT skills, including advanced MS Word and Excel

• Demonstrable experience as an PA or EA ideally for a senior manager or above

• Excellent administrative experience

• Knowledgeable in handling confidential information

• Experience of working in a fast-paced company

If you wish to discuss anything regarding this position and/or your application to this role, please reach out directly to our Senior Recruitment Manager at Kally.simmonds@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.