Position Title: Executive Assistant - Founder & Team
Location: Greenford, West London
Company: BELLA
Experience Required: Minimum 5 years
Industry: Cosmetics
Employment Type: Full-Time
About Us:
BELLA is a fast growing, prestigious and innovative luxurious cosmetic brand dedicated to delivering high-quality, premium beauty products. We are seeking an experienced Executive Assistant to support our director and team in maintaining the highest standards of performance and efficiency.
Website: www.bellaworld.com
Key Responsibilities:
Administrative Support:
* Manage the Director’s calendar, scheduling meetings, appointments, and travel arrangements.
* Coordinate and organize internal and external meetings, including preparation of agendas, meeting materials, and taking minutes.
* Handle correspondence, including emails, letters, and phone calls, on behalf of the Director.
Travel and Event Coordination:
* Arrange complex and detailed travel plans, itineraries, and agendas for the Director.
* Organize events, conferences, and functions, ensuring all logistics are meticulously planned and executed.
* Prepare expense reports and manage reimbursement processes.
Procurement Management:
* Handle the procurement of goods and services required by the family office.
* Develop and maintain relationships with vendors and suppliers.
* Negotiate contracts, pricing, and terms with suppliers to ensure the best deals.
* Monitor and manage inventory levels and order supplies as needed.
Project Management:
* Oversee and coordinate multiple renovation projects from inception to completion.
* Liaise with contractors, architects, and designers to ensure project timelines are met.
* Track project progress, manage budgets, and ensure all work meets quality standards.
* Resolve any issues or delays that arise during project execution.
Operational Efficiency with Team:
* Implement and maintain efficient office systems and procedures.
* Manage office supplies and equipment, ensuring the Director’s workspace is well-organized and functional.
* Anticipate the Director’s needs and proactively address them.
Relationship Management:
* Build and maintain strong relationships with key stakeholders, clients, and partners.
* Facilitate effective communication and collaboration between the Director and other team members.
* Represent the Director professionally and courteously at all times.
Communication:
* Exhibit excellent verbal and written communication skills.
* Prepare and deliver presentations as needed.
* Communicate effectively with internal and external stakeholders.
Excel and Data Management:
* Utilize advanced Excel skills to manage data, create reports, and analyze information.
* Develop spreadsheets to track procurement activities and project budgets.
Qualifications & Experience:
* Minimum of 5 years of experience as an Executive Assistant, preferably in a family office or related setting.
* Proven experience in procurement and project management, particularly in managing renovation projects.
Skills:
* Exceptional verbal and written communication skills.
* Proficiency in Microsoft Office Suite, especially Excel.
* Strong organizational and multitasking abilities.
* Attention to detail and problem-solving skills.
Attributes:
* Discretion and confidentiality in handling sensitive information.
* Proactive and self-motivated with a positive attitude.
* Ability to work independently and as part of a team.
Benefits:
* Opportunity to work in a dynamic and supportive environment.
* Potential for professional growth and development within the family office.