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Executive Assistant

2 months ago

South East England, United Kingdom BELLA Full time

About Us:

BELLA is a prestigious and innovative luxurious cosmetic brand dedicated to delivering high-quality, premium beauty products. We are seeking an experienced Executive Assistant to support our director and team in maintaining the highest standards of performance and efficiency.

Key Responsibilities:

Administrative Support:

  • Manage the Director's calendar, scheduling meetings, appointments, and travel arrangements.
  • Coordinate and organize internal and external meetings, including preparation of agendas, meeting materials, and taking minutes.
  • Handle correspondence, including emails, letters, and phone calls, on behalf of the Director.

Travel and Event Coordination:

  • Arrange complex and detailed travel plans, itineraries, and agendas for the Director.
  • Organize events, conferences, and functions, ensuring all logistics are meticulously planned and executed.
  • Prepare expense reports and manage reimbursement processes.

Procurement Management:

  • Handle the procurement of goods and services required by the family office.
  • Develop and maintain relationships with vendors and suppliers.
  • Negotiate contracts, pricing, and terms with suppliers to ensure the best deals.
  • Monitor and manage inventory levels and order supplies as needed.

Project Management:

  • Oversee and coordinate multiple renovation projects from inception to completion.
  • Liaise with contractors, architects, and designers to ensure project timelines are met.
  • Track project progress, manage budgets, and ensure all work meets quality standards.
  • Resolve any issues or delays that arise during project execution.

Operational Efficiency with Team:

  • Implement and maintain efficient office systems and procedures.
  • Manage office supplies and equipment, ensuring the Director's workspace is well-organized and functional.
  • Anticipate the Director's needs and proactively address them.

Relationship Management:

  • Build and maintain strong relationships with key stakeholders, clients, and partners.
  • Facilitate effective communication and collaboration between the Director and other team members.
  • Represent the Director professionally and courteously at all times.

Communication:

  • Exhibit excellent verbal and written communication skills.
  • Prepare and deliver presentations as needed.
  • Communicate effectively with internal and external stakeholders.

Excel and Data Management:

  • Utilize advanced Excel skills to manage data, create reports, and analyze information.
  • Develop spreadsheets to track procurement activities and project budgets.

Qualifications & Experience:

  • Minimum of 5 years of experience as an Executive Assistant, preferably in a family office or related setting.
  • Proven experience in procurement and project management, particularly in managing renovation projects.

Skills:

  • Exceptional verbal and written communication skills.
  • Proficiency in Microsoft Office Suite, especially Excel.
  • Strong organizational and multitasking abilities.
  • Attention to detail and problem-solving skills.

Attributes:

  • Discretion and confidentiality in handling sensitive information.
  • Proactive and self-motivated with a positive attitude.
  • Ability to work independently and as part of a team.

Benefits:

  • Opportunity to work in a dynamic and supportive environment.
  • Potential for professional growth and development within the family office.