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Personal Assistant to Vice President Global Consumer Marketing and Vice President Global Marketing

2 months ago

London, Greater London, United Kingdom Estée Lauder Full time

JO MALONE LONDON

Job Description: Jo Malone London has an exciting opportunity for a Personal Assistant, a dual reporting line, reporting into Vice President Global Consumer Marketing and VP Global Communications and Content Jo Malone London based out of our beautiful Global Townhouse in Marylebone. This is a hybrid role, with the opportunity to work up to 2 days per week at home. This pivotal role will provide seamless support to our Vice President Global Consumer Marketing and VP Global Communications and Content and involve a broad range of duties including:

PA duties:

  • Heavy diary management, ensuring time is effectively used for maximum efficiency through prioritising meetings according to the business needs and urgency whilst allowing sufficient meeting preparation time.
  • Managing a large stream of daily emails and calls.
  • Managing inboxes daily to identify items requiring immediate attention from line managers or delegation to the relevant team member.
  • Coordinating external & internal meetings, sending detailed agendas & minutes in a timely manner.
  • Arranging extensive international travel. Creating detailed itineraries and coordinating visas where necessary.
  • Manage reimbursement of business expenses and helping to achieve best prices and value from travel arrangements using Concur.
  • Raising & tracking Purchase Orders when needed, liaising with procurement & suppliers to ensure prompt payment.
  • Supporting the department with any ad hoc tasks including national & international shipments via FedEx, Parcel Force & London couriers.
  • Work closely with the JML Global team of PAs to coordinate key corporate meetings.
  • Support line managers the on any necessary personal matters.

Other Projects:

  • Occasional Offsite Meetings: Venue sourcing, coordinating team travel, accommodation, internal & external gifts, arranging evening & team building activities and ensuring seamless technical support.
  • Global Market Visits: Work with the regions & affiliates on itineraries & visas (when required).
  • Internal & External Visitor Support: Work with your department & the Global PAs to coordinate Global visits to the London Townhouse, executing a high touch set up including catering & floral displays and arranging AV/ production when necessary.
  • Attend quarterly PA meetings to share best practice & proactively tackle issues related to the brand administrative processes to ensure speed & efficiency.
Qualifications

The ideal candidate will:

  • Demonstrate outstanding organisational & administrative skills including proficiency with Office 365, particularly, Word & Outlook and familiarity with video conferencing systems & travel booking platforms.
  • A positive & proactive approach to managing a frequently changing schedule with the ability to prioritise & operate calmly in a fast-paced environment.
  • Exhibit confidentiality & professionalism when handling both personal and business-related information.
  • Confident communicator with excellent communication skills, both written and verbal.
  • Develop strong & sustainable working relationships and the capability to interact within all levels of the organisation.
  • Demonstrate evidence of balancing long-term projects with the urgency of immediate demands.
  • Evidenced ability to filter & highlight pertinent information from both internal and external environments.
  • Strong interpersonal skills, with an amiable approach and a focus on fostering a positive representation of line managers & Jo Malone London Brand.
  • Previous experience as a Personal Assistant if preferable.
  • Worked within a regional or global organisation is desirable but not essential.
  • Be prepared to work across multiple time zones, with an occasional requirement to travel domestically & internationally.
Job: Administrative
Primary Location: Europe, Middle East, Africa-GB-ENG-London
Job Type: Standard
Schedule: Full-time
Shift: 1st (Day) Shift
Job Number:

Estee Lauder Companies is an equal opportunities employer. We positively encourage applications from suitably qualified and eligible candidates regardless of sex, race, disability, age, sexual orientation, gender reassignment, religion or belief, marital status, or pregnancy and maternity.