Administrative Assistant (12 month FTC)

Administrative Assistant (12 month FTC)

Application Deadline: 16 September 2026

Department: Editorial

Employment Type: Fixed Term Contract

Location: London

Compensation: £29,500 / year

Description

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.

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

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