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Executive Assistant to Chief Operating Officer

2 months ago

London, Greater London, United Kingdom The Random House Group Limited Full time

About the Role

We are seeking a highly skilled and experienced Executive Assistant to join our team as a critical support to our Chief Operating Officer (COO) and two other members of the Operations Senior Leadership Team. This is a hybrid role, based in our offices in London with occasional travel to Colchester, as there are activities and meetings that you will need to support in-person.

Key Responsibilities

  • Proactively manage the Director's complex diary, ensuring sufficient time for meetings, independent work, and breaks.
  • Organise internal and external meetings, both in-person and virtually, including venue bookings, technology setup, and guest coordination.
  • Provide high-quality support for meetings, including agenda preparation, document circulation, and minute-taking.
  • Coordinate team events and celebrations, handling venue bookings, catering, and documentation preparation.
  • Prioritise and manage the Director's email inbox, responding to basic queries and flagging important matters.
  • Manage calendars for two direct reports into the COO, handling meeting conflicts, room bookings, and expenses.
  • Build relationships with the team, other Personal Assistants across the organisation, and onsite support teams from Facilities and Technology.
  • Serve as the main point of contact for Group Operations and represent the team in company-wide initiatives and communications.
  • Process expenses, invoices, purchase orders, and manage new suppliers on our Finance system.
  • Maintain digital filing systems and support with technology needs.
  • Handle additional departmental duties, including correspondence, travel arrangements, and office management tasks.
  • Participate in operational leadership team projects and contribute to personal development goals.

Requirements

  • Previous experience as an Executive or Senior Management Assistant, with a strong understanding of how to provide tailored one-to-one support.
  • Highly competent with Microsoft Teams.
  • Advanced MS Office skills, including Word and Excel.
  • Evidence of confident and stylish slide design in PowerPoint.
  • Ability to manage budgets and competent with invoicing systems.
  • Excellent organisational skills, being able to juggle multiple or competing priorities with strong attention to detail.
  • Excellent communication skills, with the ability to quickly build relationships both with internal and external stakeholders.
  • A proactive and calm approach under pressure, and clear enthusiasm for working in an operational environment in a support position.

What We Offer

  • Salary: Circa £40,000 dependent on how your skills and experience align to the role, plus bonus and benefits.
  • Our people are the heart of our business, and we work hard to support a culture of responsibility and recognition. Our benefits include:
    • Financial – discounted shopping, season ticket loan, rental deposit loan
    • Wellbeing - healthcare cash plan, employee assistance, gym loan
    • Lifestyle – taste card, tech scheme, free and discounted books