Executive Office Coordinator

3 weeks ago

Fulham, Greater London, United Kingdom Victoria Beckham Full time
Position Overview

Job Title: Executive Office Coordinator

Reporting to: Executive Assistant to the Creative Director

Location: Hammersmith - Head Office

Role Summary:

In a dynamic and high-end fashion environment, this position provides essential support to the Executive Assistant (EA) of the Creative Director, ensuring the efficient functioning of the Creative Director's office. The successful candidate will demonstrate outstanding organizational capabilities, meticulous attention to detail, and exceptional written and verbal communication skills. A proactive and solution-focused mindset, along with the ability to make sound judgments in various scenarios, is crucial. The capacity to thrive under pressure is a must.

Key Responsibilities:

  • Administrative Assistance: Aid in managing a busy schedule of appointments for the EA and Creative Director; assist with expense documentation; draft and prepare correspondence, often of a sensitive nature; coordinate intricate travel arrangements, itineraries, and agendas; compile materials for meetings and travel.
  • Information Management: Collaborate closely with the EA to keep the Creative Director informed of upcoming obligations and responsibilities, ensuring appropriate follow-ups.
  • Meeting Management: Assist in organizing meeting agendas, whether on-site or off-site; take minutes and follow up on action items as necessary.
  • Project Support: Aid the EA in overseeing special projects, ensuring timely execution and alignment with organizational objectives.
  • Report and Presentation Development: Assist in the creation of reports, presentations, and briefs for the Creative Director as required.
  • Client and Stakeholder Engagement: Act as a liaison with clients, investors, and key stakeholders on behalf of the Creative Director, maintaining professional and diplomatic communication.
  • Event Planning: Assist in the coordination and organization of events, conferences, and meetings, both internal and external, ensuring all logistical details are addressed.
  • Personal Administrative Support: Provide assistance to the EA in managing personal administrative tasks for the Creative Director as needed.
  • System Development: Help in the creation and implementation of efficient systems and procedures to enhance the operational effectiveness of the Creative Director's office.
  • Filing and Database Oversight: Maintain a comprehensive filing system and contact database.
  • Workspace Management: Ensure the Creative Director's workspace is organized and conducive to productivity.
  • Occasional Travel: Some business travel across the UK & Europe may be required.

Essential Skills & Qualifications:

  • Organizational Expertise: Exceptional ability to manage and prioritize multiple tasks seamlessly with a high level of attention to detail.
  • Interpersonal Skills: Strong interpersonal abilities with the capacity to build relationships both internally and externally.
  • Professional Presentation: Exceptionally well presented.
  • Communication Proficiency: Expert level written and verbal communication skills, including proficiency in document creation, letter writing, and slide presentations.
  • Problem-Solving Skills: Demonstrates proactive approaches to problem-solving with strong decision-making capabilities.
  • Independence and Team Collaboration: Effective both independently and as a collaborative team member.
  • Discretion: Proven ability to handle confidential information with discretion and adaptability to various competing demands.
  • Proactive Mindset: Forward-thinking individual who actively seeks opportunities and proposes solutions.
  • Technical Proficiency: Advanced skills in all Microsoft Office applications (Outlook, Word, Excel, and PowerPoint).
  • Business Acumen: Ability to comprehend business priorities and demonstrate a strong business mindset.
  • Project Management Skills: Strong project management capabilities to oversee and manage various initiatives effectively.
  • Diplomatic Communication: Diplomatic in interactions, ensuring confidentiality and tact in all communications.

This position requires a high level of professionalism, discretion, and the ability to anticipate needs and prioritize tasks in a fast-paced environment. The Executive Office Coordinator will play a vital role in ensuring the seamless operation of the Creative Director's office and contribute to the overall success of the organization.

We are committed to fostering an inclusive workforce that celebrates diversity and encourages everyone to be themselves at work.

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