EA to the Managing Director, Collins
HarperCollins Publishers
- Closing: 11:55pm, 15th Dec 2024 GMT
Perks and benefits
Work from home option
Healthcare
Retirement benefits
Wellness programs
Employee Assistance Programme
Enhanced maternity and paternity leave
Extra holiday
Professional development
Mentoring/coaching
Paid volunteer days
Flexible benefits scheme
Cycle to work scheme
Candidate happiness
8.65 (27058)
8.65 (27058)
Job Description
The Managing Director of Collins is looking for a dynamic, proactive, detail-focussed, and highly organised individual to take on the role of Executive Assistant. The purpose of the role will be to assist the MD as we drive growth and profitability within the division. By working closely with the MD and leadership team and building an excellent network across the division, the right candidate will play a crucial role in a high-performing team.
For an interested candidate, there is the opportunity to gain unparalleled insights into the working of the division, by observing key strategic and commercial meetings and assisting the MD with management and planning.
Key tasks and accountabilities:
Anticipate, plan and deliver the needs and requirements of the MD
Have a balanced approach to people of all levels and act as the positive ‘front of house’
Champion the culture of the division and be the heartbeat for social and team activities
Diary and inbox management for the MD
Organising and co-ordinating internal and external meetings for the MD and leadership team as required
Preparing agendas and minutes for key divisional meetings
Put together papers & summary information packs for meetings
Prepare / proof reading presentations and documents for the MD as required
Preparing monthly Executive Committee reports with input from the leadership team and managers in the division
Follow-up on progressing key actions / conversations
Providing the MD with support for a wide range of initiatives/projects
Managing travel and expenses for the MD
Processing invoices and purchase orders as required
Organisation of leadership & team away days/off sites and events
Planning and managing team events and social activities
Be the key point of contact internally and externally when the MD is out of the office or unavailable
Proactive, calm and efficient support that facilitates the successful running of the division
Creating a non-hierarchical and respectful environment, where the MD is approachable
EA operates as MD ‘right hand person’ ensuring projects are progressing, actions are carried out to deadline, plus communication is clear and timely
EA needs to be approachable by all levels
Maintaining the friendly and supportive culture within the division
To be able to handle problems/issues with very senior or very junior staff with sensitivity
Proactive in identifying initiatives to promote an inclusive culture across different sites.
Coordination with Collins offices in other areas of the UK, including some administrative support.
Maintain positive relationships with peers in other divisions, and work together to facilitate effective support to the wider exec team and deliver central initiates.
No diary clashes, successful management of office time & of access for all key people needing time with the MD.
Working with IT / tech to resolve hardware and software issues for the MD or wider division.
Handle/redirect incoming queries and telephone calls.
Handle personal matters/requirements as required
Departmental administration including holiday requests, filing, etc
Skills required:
Excellent organisational skills and ability to help organise others
Ability to manage high workloads, and to work as a team and with others
Works well under pressure, coping well with multitasking and meeting deadlines
Ability to communicate confidently at all levels
Ability to deal with sensitive and confidential matters
Excellent IT skills including advanced PowerPoint, Word and Excel
High level of numeracy and literacy
Excellent attention to detail
Problem solving skills
Ability to prioritise own and help managers heavy workload
Good team player
A drive to succeed within a high performing environment
Proactive, energetic and dynamic
Resilient and calm under pressure
Excellent people skills, with warmth, approachability, empathy, charm and a sense of fun
Able to work independently, as well as in a team
Solutions oriented and flexible
Benefits:
Hybrid working model (3 days in the office)
28 days holiday plus bank holidays
Private healthcare cover and life assurance
Summer Hours
Free access to HeadSpace, employee assistance programme (24 hour helpline), mental health first aiders, and a wellbeing portal
Relocation Rent Support Loan
Employee networks: HC All In (open forum), Elevate (for ethnic minority colleagues), HarperParents, Menopause at Work, Pride at HC, Social Mobility Network and Neurodiversity at Work
Unlimited training on our Learning and Development portal
Virtual GP and eyecare vouchers
Gym membership discount
Onsite physiotherapy (London only)
Charitable donation matching and 2 volunteering days
We're a certified Carbon Neutral company
Free e-books and audiobooks, newspaper subscriptions and discounts on books
Subsidised canteen and retail discounts
Onsite prayer room
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.
Removing bias from the hiring process
Removing bias from the hiring process
- Your application will be anonymously reviewed by our hiring team to ensure fairness
- You’ll need a CV/résumé, but it’ll only be considered if you score well on the anonymous review