Executive Assistant London, England
Job description
WHO WE ARE
QUINTESSENTIALLY BRITISH; DISTINCTLY GLOBAL.
At Ted Baker, we know what it means to be a truly forward-thinking designer brand. From the iconic props in our shops, to the delightful details and thoughtful touches which set us apart from the crowd. These are the qualities we see brought to life in our People.
We look for thoughtful, motivated team members - who know that ambition and authenticity go hand in hand. Driven by their curiosity and boundless creativity, our People are subject matter experts who fortify their team and strive to achieve new levels of success for the Ted Baker label.
THE ROLE
Coordinating and providing executive support for multiple Directors from Teds Executive Team to manage everyday business demands. Whilst providing full administrative support, you will also provide sound counsel and proactive support for the CEO and multiple Executives operating as an integral member of their team.
MAIN RESPONSIBILITIES
ADMINISTRATION
- Acting as a liaison and providing coordination of the Executive team.
- Provide sophisticated diary management and proactive planning to ensure effective use of our Exec team’s time.
- Compose and prepare correspondence, business presentations and reports.
- Conduct basic ad hoc research and ensure accurate data is collated and utilised prior to meetings.
- Proactively collate & distribute monthly & Executive Team reports.
- Drive appropriate governance, creating meeting agendas/minutes, action-notes and follow ups as necessary.
- General administrative duties – responding to correspondence, the creation and maintenance of paper and electronic filing systems, managing mail, ensuring the contact databases are up to date and accurate.
- Monitor and manage email traffic (inbox and sent items) to keep up to date with ongoing activity and action accordingly.
- Handle records and data of a confidential and sensitive nature.
- Organisation of events and meetings (travel, venue, equipment, accommodation, meals, typing up of agendas, minutes, etc).
- Supporting the Exec members by creating the space they need to succeed and deliver for the business.
- Efficiently manage all business travel arrangements – domestic and global.
- Oversee relevant relationships as required such as external stakeholders within travel, property and 3rd party suppliers.
- Collate receipts and information to complete paperwork for expenses, petty cash, foreign currency.
- Reconciliation of credit card statements in relation to the business.
- Set up and manage purchase orders for registered and new suppliers.
- Act as a brand ambassador for the Executive team.
- Ad Hoc duties as required from time to time.
TOOLS OF THE TRADE
- Extensive and proven EA experience working with C Suite Executives within a dynamic corporate environment.
- Strategic thinker with excellent attention to detail.
- Digitally literate. Excellent knowledge of Outlook, Excel and Power Point. Comfortable to navigate in house systems, Microsoft packages, and Mac software.
- Experienced at interpreting needs and creating effective presentations.
- Effective Intuition to understand when to escalate matters discreetly to the Executives. This role plays an Important role In observing what's going on around them and will feel confident to raise matters which they feel could be addressed to prevent disruption.
- High levels of resilience. Comfortable with ambiguity, matrix and change.
- Excellent written and verbal communication skills. Experience working across different cultures and languages desirable.
- Experience of working within a team, able to prioritise and manage deadlines.
- Ability to work autonomously.
- Ability to build relationships and networks at all levels throughout the organisation.
- Ability to work under pressure, prioritise workload effectively and work on own initiative.
- Adaptable; able to flex according to priorities.
- Service driven mentality - being the brand ambassador for the executive team.
- A Team player with a sense of humour, fun and respect.
OUR VALUES
AUTHENTIC We have the freedom to be our ‘best self’, being true to ourselves and others
KIND We try to do the right thing: for each other, our communities, our planet and for Ted
CURIOUS We are hungry to explore, innovate and think differently
COURAGEOUS We have the confidence to be brave, have fun and discover the unexpected
INCLUSIVE We embrace and respect individuality and celebrate difference & diversity
BENEFITS
At Ted we offer a range of benefits to keep you well including our healthcare scheme, access to Aviva’s wellbeing app to track your fitness goals and assistance from the Retail Trust when you need a little help with life’s ups and downs. If you want to cycle to work, you can join our tax-free cycle scheme or if getting the train is more your thing then we’ll help with an interest free loan for an annual ticket.
We want you to share in Ted’s success so we’ll invite you to join our corporate bonus scheme and for your longer-term financial wellbeing we’ll pay into a pension scheme for you with Aviva.
And finally, we want you to enjoy wearing Ted! We have a fantastic team discount scheme offering you a significant employee discount, a friends and family discount scheme and the opportunity to shop in our occasional pop up onsite sample shop.
Ted Baker is committed to equal opportunities and embraces diversity, understanding the needs and benefits of a balanced, inclusive workforce. We do not tolerate any harassment or discrimination towards any of our candidates or employees. We are proud to be an equal opportunities employer.
