Executive Assistant London, England
Job description
EXECUTIVE ASSISTANT, WIMBLEDON, CO TY UKI
The Sunday Times Best Places to Work 2023 (Big company)
Fancy working with some of the world’s most prolific luxury fragrance and cosmetic brands such as Gucci, Rimmel, Burberry, Chloe, Marc Jacobs, Hugo Boss and philosophy to name a few? We’re Coty, a global leader in beauty. We’re World #1 in Fragrance and World #3 in Colour Cosmetics. Our iconic portfolio of brands is sold in over 150 countries around the world. We believe in beauty with a purpose and brands that inspire, no matter where they are in the world.
BACKGROUND TO THE ROLE
We are recruiting for an Executive Assistant based in Wimbledon offices to support several members of our Senior Leadership Team (SLT). In this role you will report to the Senior HR Director UKI with a dotted line to the Marketing SVP. The role provides dedicated PA/EA support. In this role you will be required to be in the office 2-3 days per week, with the remainder of the week working from home.
KEY RESPONSIBILITIES
Managing SLT members calendars, including all external and internal meetings. Providing interface for MD’s office with internal and external customers, including many Coty offices in other locations/countries. internal support for meetings including booking rooms IT set up and agendas. Building good working relationships with key ‘Assistants’ and other personnel in these locations to facilitate smooth communication and co-operation for visits and meeting arrangements. Ensuring senior Coty personnel (i.e. Exec Board members) visits to Wimbledon Office run smoothly and all meeting space, hospitality, logistics and IT support are well organized in advance. Providing a pro-active support to the team, monitoring and tracking upcoming meetings, emails, appointments. Ensuring commitments and obligations are not overlooked and preparation and requirements are in hand or highlighted for attention. Assisting in preparation of presentations, typing and composition of letters, e-mails, and other documents. Providing Powerpoint and Word support. Making travel, transport & hotel arrangements and arranging travel itineraries for SLT members whom you support and occasionally other members of SLT. Arrangements to be made in accordance with Coty’s Travel and Entertainment policies. Organisation of meetings, including occasionally large company-wide meetings and conferences. Preparing, submitting and tracking monthly expense claims as required for SLT members. Tracking the records for holiday and sick absences for MD UKI direct reports, maintaining up to date holiday schedules. Assisting with the processing of invoice payment via company’s on line systems, ensuring correct use of coding and cost centres; and preparation and completion of documentation to set up new suppliers - Ariba To carry out any other reasonable tasks requested by management You will be required to join an internal task force of your choosing within the business, Sustainability Task force, Each team, Diversity and Inclusion. Working closely with another PA who has similar role supporting the remaining Senior Leadership team (SLT) and ensuring everyone is always on the same page at all times, this can also include ad hoc support for other members of SLT when necessary.
EXPERIENCE & REQUIREMENTS OF THE ROLE
Strong previous experience in a PA/administrative role essential Excellent understanding of Word, PowerPoint, good understanding of Excel Good experience of Outlook and email management. Ariba, Concur and Egencia knowledge added bonus but not essential Demonstration of excellent communication skills, both written and verbal Ability to plan, prioritise and manage time effectively Demonstrate pro-active approach and ability to work on own initiative Ability to anticipate requirements and work flexibly in a fast paced environment Excellent interpersonal skills Demonstrate discretion in handling confidential information Enthusiasm for the health and beauty industry or a related industry an advantage Event planning is also an advantage
Available and happy to travel on a regular basis across the UK & Ireland
REQUIRED COMPETENCIES
Ability to work autonomously as well as knowing when to ask for support where needed
Results focussed – highly driven, self-starter, overcomes obstacles and takes accountability
Natural problem solver, is not fazed by ambiguity and uses own resourcefulness to find solutions.
Organiesd and pragmatic, uses initiative to tackple problems and find solutions.
Relationship-management skills – able to develop strong, credible relationships across all levels of the organization; challenging stakeholders and influencing decision-making where necessary
Enjoys working in an everchanging, fast paced environment where the business / industry may be rapidly evolving in line with shifting internal/external realities. Stands as a positive change ambassador during tough situations.
WHAT WE OFFER
Operating within a fast-moving industry and dynamic category, the successful candidate will flourish in the heart of a local market office. They will benefit from daily learning opportunities and have the unique ability to shape their careers through gaining a truly multi-faceted experience within a pioneering organization. The team has a ‘fun first’ mindset and we work closely together supporting one another to be our best selves. You will have the option to work flexbily in line with our Omni Working structure and access to an array of exceptional benefits from day one in the business from Summer Working hours, exceptional Healthcare benefits and generous parental leave to discounts on beauty products and office social events.
