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.