Administrative Assistant (12 month FTC)

Please note: this vacancy will close once 200 applications have been received. We encourage you to apply as soon as possible. Reporting to the Executive Editor, this position is responsible for providing administrative support for the Harlequin Mills & Boon series imprint and the editorial team in London. The selected candidate will be expected to work a minimum of two days per week in the office, specifically on Wednesdays and Thursdays. If you wish to discuss anything regarding this position and/or your application to this role, please reach out directly to recruitment@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. Key Responsibilities Provide administrative and clerical support by being the frontline contact for the author base, and for general queries and information, including troubleshooting. Filling in template letters and emailing authors as well as tracking the responses and liaising with stakeholders. Using internal systems to update author information and other database management. Scheduling books, completing prelims, creating templates, editing copy and admin for Modern/Presents as required. Supporting the Toronto and New York editorial teams on specific editorial projects as required. Prepares monthly leadership report; maintains effective logs as needed. Provides support for the editorial team, including such tasks as: monthly Art Fact Sheet alerts for authors; assisting with deflags and AAs, contract proposal forms, as needed; responding to author queries, helping prepare presentation materials. Track expenses for the team members through the internal approval system. Manages and assigns unsolicited manuscripts through our Submittable system, reading slush and giving timely responses. Booking meetings; proactively booking rooms for group meetings, making travel arrangements as required. Organising all aspects of author events including invitation preparation, catering, decoration and staffing arrangements. Skills, Knowledge and Expertise Administrative experience Strong communication, planning and organizational skills as well as attention to detail Capacity to build trust/teamwork/collaboration and customer orientation Problem-solving, decision-making and prioritization skills Proficiency with Microsoft Office and other apps and systems