Tom Ford, Le Labo, Frederic Malle & Kilian - Personal Assistant to VP/GM

Full Job Description

Tom Ford & Luxury fragrances cluster

An exciting opportunity has arisen for an exceptional and experienced Personal Assistant to support our Vice President General Manager of Tom Ford and other luxury fragrance Brands (Le Labo, Balmain, Frederic Malle, Kilian Paris) UK & Ireland; based at One Fitzroy, London.

Position Overview

·       Be a “right hand” proactive PA, assessing the VPGM’s need and requirements by understanding business priorities and relationships.

·       Effectively manage administrative and secretarial support to VP GM and ensuring the efficient running of the VPGM’s and Brand office.

·       Brand contact point for internal and external business matters.

·       Coordination of all Brand conferences, retailer strategy meetings and special projects

·       Efficient calendar management, including meeting prioritisation, conflict resolution and room bookings.

·       Organisation of status updates and internal/external meetings as required

·       Email management

·       Responding to all emails, letters and incoming calls in a courteous and effective manner, controlling emails and invitations; ensuring the VPGM is aware of urgent matters at all times.

·  Manage confidential and sensitive information appropriately.

·       Maintaining efficient filing system

·       Arrange travel itineraries, including flights, ground transport, hotels and visas

·    Submit all expenses in a timely manner

·       Liaising and maintaining close contact with other departments on VPGM’s behalf

·       Maintain office stationery and branded printed materials

·       Providing IT support and raising calls with GIS.

·       Chair management meetings, documenting the notes and following up on actions required.

·       Executing and concluding special projects as defined by the VPGM

·       Work closely with all global PAs and key stakeholders in global teams (New York and Paris based)

·       Organising and coordinating International visitors visits

Branded Events & Conferences

·       Working with the Events and AV companies to coordinate and execute high standard, bi-annual Brand Conferences within budget.

·       Collating PowerPoint presentations for Conferences and VIP visits

·       Assisting Global office with Roundtable meetings as required

·   Co-ordinating monthly team meetings

·    Collaboratively working together with other General Manager’s PAs for ELC events

·       Raise and monitor PO’s as required in a timely and accurate manner

Other Areas

·       Establish and maintain excellent relationships with cross-functional groups (Sales, Education, Marketing, Finance, HR and Supply Chain).

·       Manage and respond to requests from all internal and external departments in a timely and efficient manner.

·       Attend ELC PA Meetings on behalf of the Brand.

·       Represent the Brand as Business Continuity Coordinator

·       Preparing inductions and intranet announcements for new starters

·       Maintain up-to-date org charts and distribution lists

·       Maintaining record of holiday dates for office personnel

·       Co-ordination of office matters for the Brands Teams

Qualifications

·       Agile working style with superb interpersonal and communication skills

·       Excellent time management and organisation skills

·       Strong Microsoft Office Skills (Advanced Word, Excell & PowerPoint)

·       Solid experience in event coordination

·       Must enjoy working in a team envir onment

·      Understanding of the Beauty industry and/or luxury sector a bonus

THIS IS WHAT YOU ARE MADE OF:

·    Flexibility to adapt to changing environments.

·    Highly numerate and analytical with great attention to detail.

·    Able to work effectively under pressure, juggling many projects with a level of autonomy.

·    Proven organisational skills and a positive can-do attitude.  

·    Excellent verbal and written communication skills.    

·    An interest in and understanding of all things beauty.

·    Compensation and Benefits

·    Hybrid Working (2 days WFH, 3 days office based)

·    25 Days Annual Leave (exc. Bank Holidays)

Bonus Opportunity

·    1-day Annual Leave to celebrate your birthday

·    Holiday Purchase opportunity

·    Summer Fridays

·    Generous Staff Discount

·    Mental Health Wellbeing Initiatives (Unmind App and Employee Assistant Programme)

·    Benefits platform with exclusive discounts and offers