Role: EA/Admin Assistant to MD
Location: Mayfair, London
Rate: £22-£25 per hour
Contract: Temp (on going) 4 days in the office 1 wfh
Position Overview
Our client,. a leading luxury jewellery provider based in the heart of Mayfair is seeking a highly experienced Retail & Executive Assistant who will be responsible for providing direct assistance to the Managing Director, UK, Ireland & Nordics and also give assistance to their leadership teams.
They will be responsible for all aspects of administration, project and event coordination and office management, ensuring procedures are followed appropriately and managed to the highest standard. They will host guests and support with the organisation of company meetings and events. They will also support with Head Office operations and provide support to retail as needed.
Key Accountabilities
Administrative And Personal Support Of Executive Team
- Provide professional and confidential representation and support to the MD and the leadership team
- Handle phone calls, both inbound and outbound, as appropriate.
- Book, coordinate and manage detailed travel schedules and itineraries for Managing Director
- Process monthly expenses and invoices.
- Organise lunches/dinners.
- Other administrative duties
- Provide personal support as appropriate
Company Communication
- Collect, open, and forward all incoming mail to the appropriate staff member.
- Package, label, dispatch and maintain records of local and international mail according to company procedure and in timely manner.
- Assist in the induction and training of new staff in office protocols and ensuring such protocols are maintained.
- Frequent and high-quality communication about events, facilities and expected internal etiquette.
Head Office Operations
- Support office departments in daily activities for projects in development, organising meetings, provide inductions for office new starters
- Planning and ordering of Office supplies, including paper, envelopes, office material and printing material.
- Oversee Office maintenance including material, cleaning, appearance and filing and facility management.
- Manage office general admin, scanning and filing of invoices.
- Manage Vendors for all landline, mobile phones, and internet as well as for delivery options for office team members.
- Coordinate suppliers to the office (cleaner, security, stationery, kitchen and bathroom supplies, couriers, catering, etc.).
- Order and manage stock levels of all consumables for Office.
- Order all office stationery supplies. Reconcile the expense area and ensure approval from all stakeholders.
- Ensure meeting rooms are maintained to a professional standard and that all guests are catered for appropriately.
- Organize gifts for staff members as necessary.
Qualifications
Required:
- Previous experience in an Office Coordinator or Personal assistant role, preferably within the luxury, retail or creative industry.
- Exceptional organizational skills, with the ability to prioritise and manage conflicting demands appropriately.
- Proactive, problem solving can do attitude.
- Experience in vendor management.
- Highly motivated and pro-active; acting with professionalism in all interactions.
- Demonstrated ability to proactively present and escalate ideas, suggestions and problems to ensure continuous improvement.
- Admirable written and verbal communication skills and the ability to problem solve, influence and create positive stakeholder relationships.
- Resilient, diplomatic, confidential and trustworthy.
- Self-assured; ability to host and address people across all levels at the organisation with confidence.
- Proven experienced in Managing Microsoft Outlook Calendar.
- Advance Microsoft Excel, Word and Power Point skills.
- Strong attention to detail.
Application
