Executive Assistant

2 weeks ago

London, United Kingdom Maudella Full time

Job Title: Executive Assistant & Administrator

Location: Stanmore, HA7 (TBC) 

Salary: £25,000 pa

Hours:  Full time, 9am - 5pm 

Company: You’ll be working across three brands, Maudella.co.uk, Xuxa.shop and hmly.co.uk

What You’ll Be Doing:

As our Executive Assistant & Administrator, you’ll be at the heart of our business, helping to keep things running smoothly, day in and day out. You’ll be the behind-the-scenes superhero, making sure everything is organised, efficient, and that our customers, team, and logistics partners are all taken care of.

Your Day-to-Day:

  • Customer Care: Correspond with website and wholesale customers, pack orders, set up shipping labels, track shipments, and send aftercare emails. You'll make sure that our customers are delighted every step of the way.

  • Product Costing: Create detailed Excel product cost sheets with product, packaging, shipping, duty, wholesale and retail calculations for each SKU.

  • Inventory Management: Work with our factories and bookkeeper to track product stock and maintain accurate inventory levels.

  • Factory, Shipping & Warehouse Liaison: Work closely with our factory contacts, shipping agents, and warehouse team to keep the logistics process flowing without a hitch, ensuring we’re always ready to ship.

  • Retailer Order Management: Track larger retail purchase orders and book collections through retailer online portals. 

  • Trade Show Preparation: Be hands-on in preparing for trade shows – from filling out forms, ordering supplies and organising staff to helping setup and breakdown at the show and preparing post-event emails to retailers. 

  • Event Calendar & Press: Help manage our yearly calendar of events (Valentine’s Day, Black Friday, etc.), and collaborate with our copywriter to create newsletters and press releases ahead of time to send to our customers and press list.

  • Stylist & Journalist Relations: Handle sample loans and returns for stylists and journalists, keeping everything organised and on track.

  • Website & Marketing Coordination: Work with our website editor, copywriter, photo editor and freelance marketing team to keep the website fresh and up to date with all the latest products and info.

  • File Organization: Set up and maintain a streamlined Google Drive for brand images and files, making sure everything is easy to find when we need it.

  • Buyer Meetings: Organize and arrange product samples for buyer meetings, ensuring we have all the right pieces ready to go.

  • Freelance Staff Coordination: Organize and manage freelance staff for specific projects, photoshoots and events.

  • Travel & Meeting Coordination: Book travel, accommodation, and meetings, ensuring everyone is where they need to be when they need to be there.

  • Office Organisation: Help keep our office organised and running smoothly.

  • Task & Critical Path Tracker: Keep track of all ongoing tasks and deadlines, making sure nothing slips through the cracks.

What We’re Looking For:

We need someone who’s a go-getter, a multitasker, and a self-starter who thrives in a fast-paced environment. If you’re super organised, detail-oriented, and can juggle multiple tasks at once, we’d love to hear from you.

Key Skills & Qualities:

  • Proactive & Hands-On: You love taking initiative and jumping into tasks — no task is too small or too big for you. You don’t wait to be told what to do.

  • Diligent & Trustworthy: You take pride in your work, pay attention to detail, and can be trusted to handle sensitive information and responsibilities.

  • Quick Learner: You’re adaptable and pick up new systems and processes quickly.

  • Organised to the Max: You know how to keep things in order, whether it's a folder of press releases or an event checklist. You love a good system and make sure everyone else follows it too.

  • Excellent Communication Skills: Whether it's via email, phone, or in person, you're able to communicate clearly and professionally with our team, customers, and partners.

  • Tech-Savvy: You’re speedy on email, proficient on Excel and comfortable working with tools like Google Drive. Experience with Xero or other accounting software and Shopify or other e-commerce platforms is a plus.

  • Problem Solver: When a hiccup comes up, you roll with it and find creative solutions to keep everything on track.

  • Team Player: You work well independently but also enjoy collaborating and being part of a team that supports each other.

  • Flair for Detail: You are the person who will ensure every customer gets the right product, every email is accurate, and every task is checked off.

What’s In It for You:

  • Growth Opportunity: You’ll be our first hire As a start-up, there’s lots of room for you to grow with us and expand your role as the company continues to scale. 

  • Jewellery Perks: You’ll be surrounded by beautiful jewellery and will have the chance to wear and share your favourite pieces.

How to Apply:

Think you're the perfect fit? We'd love to hear from you Send your CV and a cover letter telling us why you’re the perfect match for this role to hello@maudella.co.uk

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