A fantastic opportunity for an Executive Assistant to join a publishing company based in Central London. The role is split between traditional EA tasks (with a strong focus on meeting preparation and events organisation) and communications and data-related work, depending on skills. This is a role with a lot of scope for development, ideal if you already work in a publishing company or would like to start a career in publishing.
Contract
Permanent
3 rd February 2025
Working hours
35 hours per week, Monday to Friday, 9.30 am to 5.30 pm, with a 1-hour unpaid break for lunch. Four days working in our London office and one day working from home (Friday).
About the Role
This role offers an exciting opportunity to support the UK Managing Director (MD) and contribute to the success of a dynamic publishing company. As the Executive Assistant to the UK MD, you will play a pivotal role in ensuring the smooth operation of day-to-day activities, from managing the MD's schedule and meetings to overseeing key events and communications.
This multifaceted position goes beyond traditional executive support, encompassing event planning, data management, and office coordination responsibilities. If you thrive in a fast-paced environment, excel at organisation and communication, and enjoy managing diverse tasks, this role will allow you to make a meaningful impact while working closely with senior leadership and teams across the company.
What You Will Be Involved In:
As the Executive Assistant to the UK MD, your responsibilities will include:
Executive Support
* Effectively managing the MD’s diary, scheduling appointments, and ensuring meetings run smoothly.
* Organising and following up on high-priority meetings, including acquisition discussions, strategy reviews, and company-wide townhalls.
* Preparing meeting materials, recording minutes, and tracking action items to completion.
Event Management
* Planning and executing a range of events such as book launches, author events, staff gatherings, and company conferences.
* Overseeing all event logistics, including venue selection, budgeting, and on-the-day coordination to ensure seamless delivery.
Communication and Data Management
* Collaborating with the Operations team to craft engaging internal communication materials, including presentations and announcements.
* Assisting with data entry, analysis, and report generation, while maintaining accurate and up-to-date databases.
Office Management
* Supporting the Office Coordinator with facilities-related matters, including maintenance and building access.
* Acting as a liaison with building management to address operational needs.
General Administration
* Managing travel arrangements, expense reports, and document organisation.
* Providing administrative assistance as needed to ensure efficient office operations.
This role demands exceptional organisational skills, meticulous attention to detail, and the ability to juggle multiple priorities whilst maintaining high standards of professionalism and confidentiality.
About You
You are a proactive, highly organized professional with a proven track record of supporting senior management in a fast-paced environment. Your ability to manage schedules, coordinate meetings, and plan events with precision and creativity sets you apart. You have a keen eye for detail, strong communication skills, and a talent for keeping multiple projects on track.
You thrive on taking ownership of your responsibilities and are motivated by the opportunity to make a meaningful impact through your work. Whether it’s managing the details of an event, producing data, or creating engaging internal communications, you approach every task with enthusiasm and a commitment to excellence.
In addition to your technical proficiency in tools like Microsoft Office, your adaptability and resourcefulness enable you to navigate changing priorities and deliver results independently or as part of a team.
You Will Be Able to Show You Can
* Effectively manage executive schedules
* Deliver outstanding event planning and execution
* Communicate with clarity and impact
* Handle data with accuracy
* Adapt and solve problems
* Build strong relationships
* Uphold confidentiality and professionalism
Key Responsibilities:
* Executive support:
o Manage the UK MD's diary, schedule meetings and appointments effectively.
o Organize and meticulously follow up on all senior meetings:
o Provide proactive and insightful support to the MD in all aspects of their role.
* Event management:
o Plan and execute a wide range of events
o Manage logistics, including venue sourcing, budgeting, and on-the-day support.
* Communication & Data:
o Communication: Collaborate with the Ops team on internal communication tasks, including developing engaging content, creating presentations and other visual materials and managing internal communication channels
o Data: Work with the Ops team on data-related tasks, such as: data entry and analysis, report generation and maintaining accurate databases
* Office management
* General administration
Key Performance Indicators:
* Quality of organization, timeliness, and accuracy in all tasks.
* Meeting deadlines consistently.
* Effective organization and follow-up of meetings.
* Meticulous attention to detail.
* Excellent written and verbal communication skills.
* Maintaining strict confidentiality.
* Strong working relationships with internal and external stakeholders.
* Successful planning and execution of all events.
* Effective management of event budgets.
* High-quality and accurate communication/data outputs (as applicable).
Skills & Experience:
* 2+ years of experience as a Personal Assistant or in a similar administrative role, ideally supporting senior management.
* Proven experience organizing and supporting senior-level meetings.
* Experience planning and executing events.
* Excellent organizational, time management, and prioritization skills.
* Strong attention to detail and accuracy.
* Proactive and self-motivated with a strong work ethic.
* Excellent communication and interpersonal skills.
* Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
* Ability to work independently and as part of a team.
* Flexibility and adaptability to changing priorities.
* Experience developing internal processes and filing systems.
* Experience using IT audiovisual systems in meeting rooms.
* Experience supervising contractors or working with building management.
* Creative skills for communication/visual communication (e.g., design, content writing)
* Data analysis and management skills (e.g., Excel, data visualization tools)
What we can offer
A supportive, open environment with development opportunities, as well as the following benefits:
* 25 days paid holiday per year (increasing up to 30 days per year), plus bank holidays
* Cultural appreciation day (to honour a cultural holiday which is significant to you, separate to your holiday entitlement)
* Employee Assistance Programme
* Staff discounts on selected shops, retailers, and restaurants
* Health Cash Plan
* Pension
* Cycle to Work scheme
* Summer hours
* Active social and diversity committees
How to apply
Please send a CV and cover letter to talent@quarto.com by the closing date and state the vacancy name in the email subject title.
Ensure you cover the following:
* Your motivation and what appeals to you about this particular role
* What key skills, experience and achievements you have that you think are relevant to this role, and why. Please provide examples of how you have used or demonstrated those.
* Where you saw the vacancy advertised
All applicants must be able to demonstrate the right to live and work in the UK in order to be considered for the vacancy.
We employ individuals based on their abilities and welcome applicants from all backgrounds regardless of disability, ethnic origin, gender, gender reassignment, marriage or civil partnership, belief, age, or sexual orientation.
As a Disability Confident Committed employer, we aim to ensure that our recruitment process is inclusive and accessible for disabled people. Therefore, we encourage you to inform us of any reasonable adjustments you may require during your interview process. Please note, you only need to disclose information that you are comfortable sharing in order for us to accommodate your request.
Please note that due to the high volume of applications we receive, we will only be able to respond to candidates selected for interview.
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