EA/AP to Luxury Lifestyle Brand, Oxfordshire

1 month ago

Oxford, United Kingdom PA Gold Full time

Executive Assistant – International Luxury Lifestyle Brand ( 5 days per week in office)

       Based at Head Office, being a point of contact for CEO’s private office, Oxfordshire

o   Receiving the daily itinerary and facilitating meetings and updating the private office accordingly.

o   Making sure the boardroom is prepared correctly, and ensuring refreshments are provided as needed. Liaising with appropriate staff when replenishment is needed (water, candles, flowers, maintenance of fire).

o   When required, meeting guests of CEO who may need to be shown around the HQ site.

o   Occasional personal shopping / gifting as appropriate.

o   When required, to sit in meetings and prepare notes and/or minutes accordingly.

o   When asked, to prepare correspondence in the CEO’s style / tone.

-          India

o   To prepare the India itinerary for both CEO and her private staff, and the HQ and HQ teams. This includes:

 Liaising with HQ in (UK and India) and the House on dates and taking into consideration Principal’s diary

  •  Booking flights and hotels.
  •  Arranging cars as needed.
  • Making sure that CEO’s India visa is valid, applying for renewals and assisting the HQ and CEO team with their own applications.
  •  Having an overall awareness of all the family and brand meetings with suppliers and when appropriate,
  •  Organising the celebration for friends and colleagues from India and based in Jaipur and Delhi at the CEO;s private villa . Checking the invitees, sending out invitations, liaising with the hotel staff on requirements and menus.
  •  Preparing and sending thank you notes at the end of the stay.

o   Acting as liaison between the villa and CEO, and with relevant staff at HQ and CEO for ongoing work to support product development.

o   Regular calls and contact Head of the property, Head of HQ India.

o   As needed, supporting staff to travel to the UK and to help organise one off events .

-          Projects Team

o   Providing support as needed to Chief of Staff and the rest of the team for ongoing Projects work. This includes, for instance, processing invoices, assisting in the recruitment of new team members (mainly architects), organising meetings.

o   Attending site and projects meetings with contractors / planners, attending progress meetings with CEO to ensure her wishes are communicated.

o   Attending ongoing meetings with our planning consultant across all projects and acting as a point of contact to local Parish Council members. Attending PC meetings when needed.

o   Working with Chief of Staff on project development.

-          The Magazine

o   Working as part of the small editorial team for the magazine to propose content for upcoming issues. Attending editorial meetings as needed.

o   Assisting the Editors to approach writers and photographers to contribute and/or give permission for us to use their work.

o   A small amount of advertising sales.

o   Looking after the mailout to CEO’s address book.

-          Charity Requests

o   Historically, receiving charity letters and e-mails, discussing these with CEO for for approval.

o   Arranging charity donations when appropriate, facilitating delivery and supporting publicity materials needed with photography, company logos and wording.

-          Christmas List

o   Working with CEO and her private staff on her personal and business gifting.

o   Looking at previous year’s list and updating as appropriate.

o   Working with HQ and CEO teams to set aside stock.

o   Organising stock at warehouse, packaging appropriately, printing address labels, adding gift cards as needed.

o   Sending out parcels in time appropriate manner, dealing with DHL for US and Europe deliveries, and DPD for the UK and deciding which to be hand delivered.

o   Being able to handle last minute requests for additions and amendments to the list.

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