Executive Assistant London, England
Job description
This is an exciting new opportunity to work for an Artist Management Agency representing Photographers, Directors, Choreographers and Creative Directors worldwide in the fields of luxury, fashion, and beauty. They collaborate globally with some of the most established brands and emerging designers offering a fresh and contemporary perspective on the current fashion panorama.
They are looking for a positive and pragmatic Executive Assistant & Officer Manager to join they’re growing and dynamic team.
This is a fantastic opportunity to join a thriving agency. In return, you will be offered a warm and creative culture, and the opportunity to make this brand new role your own!
Key duties:
EA support to the Agency Director:
- Manage complex and ever-changing diaries
- Organise and schedule meetings
- Provide Agency Director with appropriate preparation before meetings and check-ins, including creating travel itineraries, providing reminders about content and action items, and tracking follow-up items.
- Act as a key first point of contact for clients in the London office, providing excellent customer service, on par with the luxury industry
- Support with ad-hoc project management
- Provide high-level operational and administrative support to Agency Director as needed on both professional and personal level
- Manage internal communication and prioritisation, including organising and filtering email and messaging, flagging and managing action items and tasks
- Write and edit internal and external communications
- Arrange all domestic and international travel to ensure consistency within company procedures
- Manage invoicing, expense reports, reimbursements with Director and Accounts Department as required
Team & Office Support:
- Responsible for managing all office-related matters, including day-to-day management of the office to ensure that the office environment runs smoothly and is fit for purpose
- Manage recruitment process and onboarding of new joiners
- Coordinate internal and external events as necessary ie office celebrations/bdays/team events, clients dinners etc
- Responsible for ordering office equipment and supplies
- Review what the office needs and find innovative solutions to ensure the office remains a great place to work.
- Ensure H&S, Fire Safety, and First Aid in compliance
- Be the point of contact for landlords and all service providers
- Manage relationships with all office suppliers, negotiate best deals and oversee office management budget
- Responsible for reviewing existing vendors office vendor relationships (e.g. copier, printer, phones, etc) and re-negotiate contracts
- Establish together with the CFO a new procurement process to maximize costs efficiencies
- Process and track purchase orders and invoicing
- Assist in the management of organisational budgets
This really is a great opportunity to make your mark in this small and busy team, becoming an integral cog in the running of the business and supporting the MD.
In order to be consider you will need previous experience as an Executive Assistant and Office Manager with exceptional organisational and communication skills. You’ll need to be flexible and able to meet changing work needs and demands with a positive, can-do attitude. Ideally a background in the fashion and luxury industry would be highly desirable with the ability to connect and discuss all forms of arts and culture.
This role is full time although they are open to someone part-time if they have exceptional organisational skills and direct experience.
Think this could be the perfect match for you? Send in your CV asap by clicking on apply now.
