Introduction to the role

We are looking for a Personal Assistant to provide key support to and work closely with the Group MD Adult Commercial Publishing, Managing Director for HarperNonFiction and HarperNorth, and Associate Publisher for our HarperFiction, HarperNonFiction, Avon, One More Chapter and HarperNorth divisions – as well as supplying administrative support to the HarperFiction division. 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 Group MD, MD 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 Group MD, MD 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 (3 days in the office)

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

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

• 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 

• Season ticket loans (from day 1 for entry level) and cycle to work scheme 

• 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, management courses (up to MA level) and mentoring programmes 

• 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

• Green Electric/Hybrid Car Benefit Scheme (salary sacrifice)

• With Trees for Life we plant a tree in the Highlands of Scotland for every permanent hire

• Free e-books and audiobooks, digital newspaper subscriptions and discounts on books 

• Subsidised canteen and retail discounts 

• Onsite prayer room 

The Book Trade Charity offers financial support to people looking to enter the book trade but who may struggle to afford the costs of attending interviews and undertaking internships or entry level positions. For more information visit  https://www.btbs.org/

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.