Executive Assistant and Administrator - 3 Month FTC

Our Head Office department is in the heart of Piccadilly and occupies the 5th & 6th floor of our beautiful flagship store. This central London location offers so much to explore including restaurants, bars, cultural sites, shopping and more, and only a short walk from the Green Park Tube Station and plenty of bus stops. 

Role Purpose

Provide high-level administrative, organisational and operational support to the Chief Operating & Innovation Officer  and the Chief Culture & Talent Officer. Manage complex schedules, meetings, travel and confidential information to ensure the executive office runs efficiently. Provide administrative support to Project Thrive, a major office and back of house renovation and culture programme which is being sponsored by the Chief Culture & Talent Officer. Maintain effective communication with internal and external stakeholders, clients and visitors. Serve as a trusted partner, enabling the Executive to focus on strategic priorities and business objectives. 

Key Accountabilities

·         Create high-quality reports, documents, presentations, communications and correspondence that support clear, effective decision-making. 

·         Proactively manage and action incoming and outgoing correspondence, including post and email. 

·         Coordinate personal and professional calendars to maximise time and maintain well-organised schedules. 

·         Where required, build effective working relationships with suppliers, contractors and service providers to support business needs. 

·         Manage and attend to any visitors and customers, answer their general enquiries and direct them to the appropriate colleagues. 

·         Safeguard sensitive and confidential information with the highest levels of professionalism and discretion. 

·         Maintain accurate, accessible records by developing effective filing and retrieval systems and capturing key meeting discussions. 

·         Create a welcoming, well-organised office environment by coordinating maintenance and proactively managing supplies, stock levels, orders and deliveries. 

·         Support effective budget management by tracking expenses, raising purchase orders and processing invoices accurately and promptly. 

·         Contribute to strategic projects and business initiatives, helping to keep deadlines, milestones and deliverables on track. 

·         Ensure seamless executive travel by coordinating itineraries, transport, accommodation, venues and all required travel documentation. 

·         Optimise travel budgets by identifying and securing high-quality, cost-effective arrangements. 

·         Manage and reconcile each Executive’s expense claims accurately and efficiently. 

·         Enable productive conferences and meetings by preparing rooms, circulating agendas, recording clear minutes and action items, and following up to support timely completion. 

·         Support a positive employee experience by coordinating recruitment arrangements, onboarding, induction and employee documentation. 

·         Partner with each Executive to prioritise workload, navigate competing demands and meet key deadlines. 

·         Champion continuous improvement by identifying opportunities to enhance administrative processes and efficiency. 

·         Provide flexible, proactive support on additional priorities as requested by each Executive. 

SKILLS AND EXPERIENCE REQUIRED

• ·         Significant stakeholder management experience at a senior level.
• ·         Excellent attention to detail and accuracy in the work that is produced.
• ·         Demonstrates proficient written and verbal communication skills. 
• ·         The ability to review and analyse problems and provide sound judgement in solving issues.
• ·         Excellent time-management skills .
• ·         A proven track record of organizational and planning skills, to include travel logistics.
• ·         At least 3 years’ proven experience as an Executive Assistant, Personal Assistant or similar senior administrative role.
• ·         Advanced computer skills and in-depth knowledge of relevant software such as MS Office applications.
• ·         Working knowledge of standard office administrative practices and procedures
• ·         Resilient and adaptable in the face of ambiguity and constant change.
• ·         Strong stakeholder management and relationship-building skills.
• ·         A high level of discretion and confidentially.

We are committed to developing your career and nurturing your talent, regardless of age; disability; gender reassignment; marriage and civil partnership; pregnancy and maternity; race; religion or belief; sex; sexual orientation. We respect and embrace each other's differences, to create a truly inclusive environment.

In the last year alone, our people have been recognised and celebrated, winning awards for their outstanding contributions to Retail, Technology, Global Hospitality & Tourism, Visual Merchandising & Display, Customer Service and Local Community Awards