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