Senior Personal Assistant

YOOX NET-A-PORTER GROUP is a unique business with an unrivalled offering including multi-brand luxury online stores NET-A-PORTER and MR PORTER, and multi-brand fashion online stores YOOX and THE OUTNET, as well as numerous ONLINE FLAGSHIP STORES, all “Powered by YNAP”.

Uniquely positioned in the high growth online luxury sector, YOOX NET-A-PORTER GROUP has an unrivalled client base of more than 3 million high-spending customers generating around 1 billion visits worldwide. The Group has offices and operations in the United States, Europe, Middle East, Japan, China and Hong Kong and delivers to more than 180 countries around the world.

YOOX NET-A-PORTER GROUP are now seeking a talented Senior Assistant to the Ad Interim CEO YOOX NET-A-PORTER & President, Luxury & Fashion, Alison Loehnis.

Location: Our Westfield office in London (Hybrid)

Reporting into: Ad Interim CEO YOOX NET-A-PORTER & President, Luxury & Fashion

Besides a competitive salary, we can offer you:

- Performance bonus schemes dependant on the type of role you are in
- A pension that both you and the company contribute too
- A portal with an array of discounts on things like theme park and cinema tickets
- Our famous staff discount along with exclusive staff sales
- Private healthcare for you and your family
- Flexible working
- A chance to be part of a fun and caring team that support each other

Role Purpose:
This is a challenging and extremely fast paced role requiring excellent interpersonal skills, the ability to multi-task whilst prioritising a busy workload & seamlessly thinking two steps ahead. This role requires the utmost professionalism and discretion at all times.

You should be well presented, confident and able to use your own initiative, be calm under pressure and extremely reliable with keen attention to detail.

This is a role in which relationships play an incredibly important part. You need to be able to cultivate this and maintain both internal and external relationships.

The role will initially report to the Brand Relations Manager who will work alongside you to ensure you have every chance of success in hitting the ground running.

Here is a breakdown of what you’ll be doing:
Travel
- Arrange all extensive travel and accommodation arrangements
- Strong time management skills with travel accounted for to the last minute
- Have flexibility and out of hours availability, particularly when the CEO & President is travelling for business
- Ensure devices/local currency/chargers/access/passes are obtained

Fashion Week
- Manage full run of diary ensuring travel is seamless to and from meetings
- Request show tickets every Fashion Week, follow up with external sales teams and ensure Front Row, Location and receipt of tickets

Relationships
- Maintain good relationships with internal stakeholders and external peers and assistants

Complete complex international multi exchange rate expenses
- TESI payments and approvals
- BOA receipts and reconciliation

Events & PR
- Requisite prep has been done/briefed
- Liaising with PR/Internal Comms and CR teams to ensure seamless production

Meetings
- Have sole responsibility of extensive diary management and daily logistics
- Be aware of team and business critical deadlines, liaising with the wider team to ensure these are met in a timely manner - ie 3YP, Business Reviews, LE & Budget meetings
- Ensure preparation time is mapped out with the senior leadership team and Chief of Staff to ensure the process is smooth and seamless
- Manage the organisation of business meetings
- Prepare presentations - working with internal teams such as Internal communications, Buying, Editorial, Finance and Sales & Marketing to pull together high-level reporting
- Ensure the Interim CEO & President is fully equipped for all meetings
- Take minutes and ensure all detailed minutes are distributed as well as follow-up on actions from meetings
- Manage invites, proposals, and meeting requests
- Prepare agendas/memos, briefing documents/presentations, take minutes and follow up on actions
- Lead all internal Executive meetings - ensuring regularity and momentum
- Ensure IT and Executive IT support on hand to assist
- Work laptop and phone running efficiently

Office
- Greet guests and take care of their needs whilst in the YOOX NET-A-PORTER office.
- Set up meeting rooms ensuring appropriate equipment is available

Team
- Manage Executive team holiday, travel, sickness and expenses
- Keep track and diarise team members approved holidays and absences
- Maintain and manage filing systems and update records as required
- Manage highly confidential (along with personal and private) matters with complete discretion
- Perform ad hoc and personal tasks as required

The type of person we are looking for:

- Previous commercial experience within the fashion or retail industry in an administrative capacity
- Experience of supporting at Executive Director level
- Advanced MS office skills, particularly Power point,