Executive Assistant/PA

An exciting opportunity has arisen for a Senior EA / PA to join a leading global luxury beauty company with Brands such as Dermalogica, REN & Kate Somerville, based at their prestigious facility in Farringdon, London (to work in a hybrid manor between home and the office with 2-3 days office based per week). This is a full-time temporary role for an initial period of 3 months, working a 36.25-hour week, to start ASAP. This role is paying up to £47,000 pro rata per annum, depending on experience.

The role is to support the Vice President of Finance as a PA as well as the broader team in London with ad hoc support where required (around 6 people). The role will also support the wider team in an Executive Assistant style capacity. The split between PA and EA is roughly equal.

Key Responsibilities

To provide PA support to the VP of Finance, and wider team where required (in priority order):

• Proactive diary management and operate an effective bring-forward system for required meeting & presentation materials
• Meeting room booking
• Video and Telephone Conferencing booking and setup
• Travel booking including international trips and VISA processing
• Processing of expenses
• Maintain departmental organisational charts
• Produce appropriate internal team communication (e.g., People Moves announcements)

To provide Executive Assistant style support for the wider Strategy team, generally limited to:

• Support in the co-ordination of monthly brand forums - gather content, circulate pre-reads, minute taking and follow up Q&As
• Competitor deep dives, ad hoc desk research
• Support in organising team events and away-days - offsite meeting, team building and other internal brand events
• Management of Purchase Orders process and budget

Additional duties

• To develop a network of contacts within the business to facilitate GBVP and team manage administrative issues (e.g. IT support, other PA's)
• To administer relevant budgets, specifically identifying and correcting booking errors on People and Travel costs
• Other responsibilities as defined by the team

Key Requirements

• The successful applicant will have a proven track record of delivery in a combined PA/EA type role and be comfortable delivering excellent support to the GBVP whilst maintaining an effective delivery and relationship with the broader team
• An ability to prioritise is key as is the ability to manage a broad range of tasks from structured e.g. Taking minutes and diary management to creative e.g. event co-ordination
• The ability to demonstrate attention to detail and pride in their delivery highly valued
• Experience working in a large organisation with several services provided remotely (e.g., IT, HR, Purchase orders) is a distinct advantage
• A natural ability to seek out and connect with "solution providers/fixers", irrespective of whether they are based in the office or remotely
• A positive, can-do approach to work, and transparency in communication/sharing ideas, issues, needs, concerns
• Need fully operational knowledge of Microsoft Office (Outlook, PowerPoint, Word), as well as Microsoft Live Meeting and Microsoft SharePoint. Must also have basic Excel knowledge
• Excellent time management/organisational skills and high throughput of quality work
• Ability to be proactive/work on own initiative
• Excellent written and verbal communication
• Use of SAP for simple queries would be an advantage