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

Be Applied Ltd; London; Hybrid; GBP 30,000 - 45,000; Full time

Job summary

A leading publishing company is seeking a dynamic Executive Assistant for maternity cover, focusing on supporting the Managing Director of two children's book divisions. The role offers a hybrid work environment and a wide range of benefits, including wellness programs and unlimited training opportunities.

Benefits

Work from home option

Wellness programs

Enhanced maternity and paternity leave

Private healthcare cover

Unlimited training opportunities

Charitable donation matching

Onsite physiotherapy

Free e-books and audiobooks

Qualifications

• Excellent organizational skills and ability to help organize others.
• Strong communication skills, with the confidence to engage at all levels.
• A self-starter, solution-oriented, and flexible in approach.

Responsibilities

• Support the Managing Director and manage calendar effectively.
• Organize internal and external meetings, prepare agendas and take minutes.
• Handle confidential matters with discretion and facilitate team events.

Skills

Organizational Skills

Interpersonal Skills

Multitasking

Communication Skills

IT Skills

Discretion

Attention to Detail

Tools

Microsoft Office Suite

Concur

Adobe Sign

Job description

Executive Assistant to the Managing Director of HarperCollins Children’s Books and Farshore (12 month Maternity Cover)

HarperCollins Publishers

Employment Type Contract To start from the middle of August 2025

Location Hybrid ·London, UK 3+ days office based

Seniority Mid-level

Perks and benefits

Work from home option

Wellness programs

Employee Assistance Programme

Enhanced maternity and paternity leave

Mentoring/coaching

Cycle to work scheme

Candidate happiness

8.66 (30040)

Job Description

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.

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’:

o Provide professional and timely responses to both external and internal queries, particularly from authors and agents.

o Handle confidential matters with discretion and respect and maintain a professional demeanour with VIP guests.

o Foster positive relationships with other Executive Assistants across the business (including sister and parent companies) to facilitate effective support for the wider executive team and to deliver central initiatives.

o Ensure no diary clashes occur and manage the MD’s office time effectively, organising internal and external meetings promptly.

o Book meeting rooms and log visitors to the building and ensure correct technology set-up.

Meeting Coordination:

o Organise and coordinate internal and external meetings for the MD (and other management team members as required).

o Prepare agendas and take minutes for key meetings, following up on and progressing key actions and discussions.

Event/Project Management:

o 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.

General Administrative Support for the MD and division:

o Manage travel arrangements, expenses and process invoices in a timely manner.

o Liaise with HR to keep divisional org charts up to date.

o Collaborate with IT to resolve hardware and software issues.

o Coordinate contracts for signature via Adobe Sign.

o Create PowerPoint presentations and prepare materials/packages for the MD and management teams.

o Handle and redirect incoming queries to the relevant parties within the division/business.

o Oversee general ‘office management’ of the divisional workspace and environment.

o Plan and manage team events, socials and gifting.

o Respond to unsolicited correspondence on behalf of the MD (and Publishers).

o Assist in compiling internal and external presentations and events for the divisions.

o 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)

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

Onsite physiotherapy (London only)

Charitable donation matching and2 volunteering days

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 [e-mail] 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.