Description
We are looking for an exceptional Executive Assistant / Office Manager who is eager to work in a fast-paced and growing team, within a constantly evolving industry.
As an Executive Assistant / Office Manager, you will provide comprehensive administrative support to the CFO, including calendar management, travel arrangements, and preparing reports.
You will oversee the daily operations of the office, ensuring efficient administrative and organisational processes. You will play a vital role in coordinating office activities, managing office resources and ensuring a productive and positive working environment for all employees.
The successful candidate will possess the ability to complete complex tasks quickly with little to no guidance, react with appropriate urgency to situations that require a quick turnaround, and take effective action without having to know the whole picture.
This role will require an individual with high level of organisation, flexibility, strong business acumen and superior attention to detail. The ideal candidate is confident, enthusiastic, resourceful, tech-savvy, resilient, approachable, forward-thinking, self-motivated, and a creative problem solver. They constantly seek out areas of improvement and work to find solutions.
Key Responsibilities
EA responsibilities to the CFO
· Extensive diary and agenda management across multiple time zones
· Time keeping/checking for all meetings ensuring they run to time
· Screening and managing emails, calls and other communications on behalf of the CFO.
· Providing background information on all external and internal meetings, making sure the CFO is fully prepared for each meeting they attend
· Attending key meetings, tracking, and helping drive completion of key deliverables, and following up on outstanding items with attendees
· Co-ordinate and arrange meetings to include duties such as preparing agendas, presentation, minute taking where required, refreshments and arranging travel/accommodation.
· Booking travel including flights, hotels, taxis both nationally and internationally
· Processing expenses in line with company policy
· Organising events as and when required (e.g., team meetings)
· Continuously look at ways to improve and develop existing administration procedures and protocols.
Office Management
· Office administration, overseeing office equipment, stationary and facilities to ensure a well-functioning work environment
· Liaising with suppliers and service providers to ensure contracts and services are up to date.
· Organising internal events, team meetings and companywide functions.
Skills, Knowledge and Expertise
· Strong EA skills and experience
· Experience within a Beauty, Retail or FMCG environment – desirable
· Strong administrative, organisational and diary management skills with the ability to multi-task and prioritise an everchanging workload
· Ability to work autonomously demonstrating initiative and flexibility
· Strong communication and presentation skills, both written and verbal
· Enjoys working in a high-pressure creative environment, maintaining a positive outlook to work
· Problem solving and decision-making skills
· Strong business and commercial acumen
· Experience with expense management systems
· Computer literate: advance standards in Microsoft Word/Excel/Outlook/PowerPoint/ Concur
· Experience of working in different time zones
· Project management experience would be a distinct advantage
Benefits
* Generous Staff Discount on all your favourite ELEMIS products and spa treatments, as well as discounts on L'OCCITANE Group products (including L'Occitane, Erborian and more)
* Excellent well-being policies including enhanced Maternity & Paternity policies, Income Protection, Life Assurance and more
* Generous Holiday Allowance, increasing with length of service
* Company Pension Scheme
* Bonus/Commission Scheme
* Healthcare Cash Plan (with Dental)
* Private Medical Insurance
* Employee Assistance Programme for all Associates and their families
* Cycle to Work Scheme, Season Ticket Loan, Length of Service Awards
* Much, much more!
*Some benefit eligibility is based on length of service or contract type
ELEMIS is the most exciting and innovative British brand in the spa and skincare industry. Rapidly expanding globally, the brand is available in over 45 countries and is continually introducing new and revolutionary products to the market.
A brand with true integrity, passion and commitment, ELEMIS is award-winning, results-driven and visionary – just like our people.
Sustainability is at the heart of ELEMIS' responsibilities. As a brand and as people, we ensure all duties and actions contribute to the short and long-term sustainability goals set-forth by the ELEMIS - Climate, Biodiversity & People Pillars.
We are committed to Elemis’ sustainability pledge when ordering testers and professional grade products and when planning and executing promotional activities, reducing waste wherever possible.