Executive assistant

Creative Access; East Hagbourne; On-site; GBP 17,000 - 20,000; Part time

Benefits offered by this job

35 days holiday

Pension plan

Family policy

Discounts on books

Training library

Mentoring

Eye care vouchers

Free onsite parking

Free tea and coffee

Job summary

Hachette UK Distribution is seeking an experienced Executive Assistant to provide trusted administrative and organisational support to the CEO and leadership team. This on-site role focuses on diary and inbox management, events, travel and project support to help ensure smooth day-to-day operations.

The role requires proactive, discreet partnership with senior leaders, with strong organisation and communication skills, and a high level of attention to detail.

Qualifications

• Proven experience supporting senior executives or in an equivalent role.
• Excellent organisation and forward-planning abilities; able to manage changing demands and deadlines.
• Strong written and verbal communication with the ability to reflect tone appropriately.

Responsibilities

• Manage a busy diary for the CEO and prioritise competing meetings.
• Review and prioritise emails and invitations; draft correspondence when needed.
• Maintain inbox and file systems for key information and documents.

Skills

Executive support

Diary management

Event coordination

Stakeholder management

MS Office

Tools

Microsoft Word

Excel

Outlook

PowerPoint

Job description

Location: Didcot, Oxfordshire

Salary: £17,143 - £20,000 pro rata (FTE £30,000 - £35,000 dependent on experience, +bonus+benefits)

Help keep a busy distribution business running smoothly by supporting the CEO with diaries, events, communications and projects.

We, Hachette UK Distribution, are the leading book distribution company in the UK. We are one of the most advanced distribution centres in Europe, with leading-edge automation and modern systems which will ensure world-class service to customers and publisher clients. We ship in excess of 80 million books globally each year and supply one out of every four books to the UK trade. Our mission is to make it easy for everyone to discover new worlds of ideas, learning, entertainment and opportunity. Hachette UK Distribution is part of the Hachette UK publishing group.

What you'll be doing

We’re looking for an accomplished Executive Assistant to provide trusted administrative and organisational support to the HUKD CEO, with ad hoc support for the wider leadership team. You’ll help keep day-to-day operations running smoothly, ensuring the CEO can focus on key priorities and assisting the successful delivery of events at our site.

This is a varied, hands-on role for someone who enjoys anticipating needs, solving problems and bringing order to a fast-moving environment. From diary and inbox management to events, travel, communications and project support, you’ll act as a professional and discreet partner to senior leaders and stakeholders.

This is an on-site part time role, totalling 20 hours per week, Monday to Friday 9:30am to 1:30pm.

What you'll be doing

• Manage a busy, fast-moving diary, balancing competing priorities and resolving clashes before they arise.
• Review and prioritise emails, calls and invitations, responding directly or drafting correspondence on behalf of the CEO.
• Maintain efficient inbox and file-management systems for key information and documents.
• Organise regular meetings with internal and external stakeholders.
• Draft and coordinate site communications, bringing together contributions from across the business.
• Prepare, format and proofread high-quality presentations, reports and confidential documents.
• Plan off-site strategy days, client meetings, lunches and evening events, working closely with venues and suppliers.
• Coordinate site events in partnership with third-party suppliers and Facilities teams.
• Support projects through activity coordination, action tracking, data analysis and presentations

Who we are looking for

• Proven experience supporting senior executives as an Executive Assistant or in an equivalent role.
• Excellent organisation, prioritisation and forward-planning skills, with the ability to manage changing demands and deadlines.
• Strong written and verbal communication skills, with the judgement to reflect the CEO’s and company’s tone.
• Experience coordinating events, venues, catering and third-party suppliers.
• Experience supporting projects, presentations and senior leadership teams.
• Confidence using Microsoft Word, Excel, Outlook and PowerPoint, with the ability to learn new systems and processes.
• Sound judgement, initiative and confidence working independently.
• A collaborative, credible and approachable style, with strong stakeholder-management skills.
• Exceptional attention to detail and a proactive, can-do approach.
• The ability to remain calm under pressure and handle sensitive information with complete confidentiality and discretion.

What we offer

Our people are our greatest asset and our benefits reflect this. Therefore, we offer an extensive list of benefits that include:

• 35 days annual holiday including Bank Holidays
• Pension Plan and Life Assurance schemes
• Company enhanced family policy including maternity, paternity and shared parental
• Reward programme giving discounts, savings and cash back at numerous retailers
• 2 Community Days per year
• Cycle to Work scheme
• Eye care vouchers
• Generous discounts on books we publish
• Mental Health First Aiders / Champions and an Employee Assistance Programme (EAP)
• Wide-ranging training library
• Development Programmes including Mentoring
• Staff Events
• Many employee networks to join
• Free onsite parking
• Free tea and coffee

Our commitment

Hachette employs people on the basis of their abilities. We aim to attract and develop talent from a base as broad as the world of readers we want to reach, with a wide and representative range of age, faith, disability, race, gender, sexuality and socio-economic, regional and cultural backgrounds.

If you are shortlisted and need us to make any adjustments to help you attend your interview, please let us know.

We will notify all candidates of the outcome of their application.

We welcome and encourage applications from candidates who are under-represented in the creative industries.