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Executive Team Assistant

2 months ago

WellsnexttheSea, United Kingdom Monica Vinader Full time

Description

Job Title: Executive Team Assistant

Location: London or Norfolk based – travel required between both

Reporting To: CEO

Who we are

At Monica Vinader, we’re on a mission to prove that buying better, wearing longer and doing better don’t have to be mutually exclusive. From our commitment to making the most sustainable jewellery we can using precious materials, to the timeless style and endless versatility of our pieces, we are driven to making everyday fine jewellery accessible and affordable.

And don’t just take our word for it, we are proud to be recognised in the industry through our recent awards, proving we are leading the way in sustainable jewellery:

● Ethical/Sustainable Jewellery Business of the Year 2021 & 2023, Retail Jeweller

● Jewellery Brand of the Year 2023, Retail Jeweller

● Queen's Award for Enterprise: Sustainable Development 2022

● Responsible Luxury Business of the Year 2023 & 2022, Positive Luxury

● Positive Luxury Jewellery Business of the Year 2024

We are digital first, omni-channel, customer obsessed, female led and inclusive, focused on creating meaningful relationships with our community, who we owe our success to. We are looking for someone special to join our team to help us make luxury something we can all enjoy everyday.

Where we need your help

We have all the makings of an iconic brand - beautiful products that are timeless and designed to last, service that exceeds our customers expectations, a passionate founder that cares deeply about doing what is right and a loyal and growing community who advocate for us.

The Executive Team Assistant role is to primarily be responsible for supporting the CEO with diary management, global travel arrangements, as well as providing holistic administrative support and assisting with ad hoc events and projects as required. You will also work alongside the P&C team to help manage the London Head Office and company events.

You will be the first point of contact for both internal and external stakeholders and you will handle, enquiries and requests on behalf of the CEO and the wider Executive Team as required. You will coordinate the CEO’s global personal and business travel, including organising transport, accommodation and preparing itineraries. You will be responsible for organising and updating the CEO’s diary for both business and personal matters. You will support the CEO to manage their deadlines, appointments, meetings, and organising events and other ad hoc projects (both professional and personal).

What you’ll do

●Diary Management

○Ensuring the CEO’s diary is up to date, planning ahead to ensure regular meetings are scheduled, and also responding to and prioritising diary requests on a day-to-day basis

○Complex diary management, using initiative to arrange and re-arrange meetings according to priority and the needs of the business making sure everything has an agenda and relevant information attached

○Supporting the ELT team with diary management and anything else where necessary

○Scheduling all meetings, including booking rooms, organising refreshments and ensuring stakeholder’s attendance, including scheduling board meetings which are hosted in various locations and will require your support

○You will keep all stakeholders informed of any changes in the CEO’s diary in a polite and timely manner

○You will manage the CEO’s personal diary when required, you will book private appointments, RSVP to events and organise any transport required

○You may be required to support with organising additional personal/family arrangements, including the CEO’s daughter and husband.

●Organising and managing the CEO’s global travel (business and personal)

○Organising all transport needs including taxis, trains, transfers and flights

○Organising accommodation for all business trips and negotiating corporate rates where appropriate

○Preparing an itinerary for the CEO’s trips and liaising with relevant teams within the business to co-ordinate the diary with any scheduled appointments, meetings and events

○Arranging visas, where required

○For personal trips, you will assist the CEO as required and which may include research and follow up recommendations with a final requirement to book all transport and accommodation

●​Organising and managing events and ad hoc projects (business and personal)

○Off-site coordination of board and senior management meetings, planning meeting dates, booking venues, ordering refreshments and organising attendee’s travel

○Where appropriate (and depending on location), you will meet and greet the CEO’s external visitors of all levels of seniority, and co-ordinate an office tour as well as any transport and accommodation requirements

○Support with and manage ad hoc personal events and projects. You will liaise with and oversee the co-ordination of external individuals and companies

○Working closely with the P&C team to arrange annual Company Events, coordinating the event on the day and working closely with various external suppliers to ensure the smooth running on the day and lead up

●​Providing administrative support

○Screening phone calls, enquiries and requests, and handling them appropriately understanding the business’ needs and the CEO’s priorities

○Keeping track of the CEO’s ongoing matters and anticipating where support is required

○Take the initiative to follow up with the CEO on ongoing and outstanding tasks with deadlines in mind

○To process yours and the CEO’s expenses accurately via Expensify, liaising with the finance team as appropriate

○You will also ensure where necessary, personal bills are paid on time and recorded

What you’ll bring

●Discreet, tactful and trustworthy

●Highly organised, with an eye for detail, ability to multi-task and prioritise a varied workload

●Flexible and adaptable with the ability to work well under pressure through changing circumstances

●Excellent verbal and written communication skills, to be able to communicate confidently well with a wide range of individuals and organisations

●Proactive and able to act on initiative

●Reliable and personable with a can-do attitude and ability to operate in an ever changing and growing company

●Be punctual and maintain good time keeping

●Have a strong ability to build trusted relationships through a professional but personable approach

●The ideal candidate will have previous experience as a personal assistant

To be successful at Monica Vinader...

●You are a doer

●You’re a team player

●You’re humble

●You are honest, straightforward and transparent

●You are a good teacher/mentor (approachable and accessible)

●You want to get your hands dirty

●You solve problems

●You are resilient

●You are flexible

●You are entrepreneurial, smart, and passionate

●If you don't know something, you say so. Then go figure it out quickly

●You love working in a creative environment

●You have a sense of humour

●You are an insatiable learner

Additional Requirements

Ability to document your authorisation to work in the United Kingdom.

Travel Requirements

Regular travel to our Norfolk / London office will be required.

Our Aims and Values

Our mission is to be the leading accessible luxury brand, by delivering outstanding quality, design and customer service. We are:

Customer Obsessed

Our customers are at the core of everything we do.We will always deliver an outstanding and personal experience to them every time they interact with us, to ensure their ongoing support and loyalty.

Caring

We treat people with respect, as we would want to be treated. We are apolitical and assume good intentions in others. We are open and honest with each other while ensuring we take an empathetic and supportive approach.

Fast Paced

We are passionate about what we do, and we want to reach as many customers as fast as we can. We combine focus with pragmatism and flexibility so that we can move at pace in whichever direction we need to take.

Exceptional

We have a relentless desire to continually learn and improve to ensure our products and approach are exceptional. Our tenacity, high standards and attention to detail give us a competitive advantage.

Commercial

We focus hard on facts and approach things in a logical, rational and analytical way. We challenge each other to make sure we make decisions and take actions that create value for our business and our customers.