Executive Assistant

We have an exciting opportunity for an experienced and passionate Executive Assistant to join our London Head Office to support the Creative Director. This role acts as an integral part of the design department working as a true gatekeeper for the Creative Director while providing support to the wider design team., Support to Creative Director

• Meticulous management of a complex diary with a 360 degree understanding in order to represent the interest and agenda of the Creative Director
• Act as gatekeeper for the Creative Director for all enquiries (both external and internal)
• Total management of the Creative Director emails, treating inbox as own and drawing attention to all emails that need to be dealt with
• Responsible for managing all requirements relating to the Design Calendar and Business Calendar, planning ahead and ensuring Creative Director is fully prepared
• Responsibility for managing and overseeing the budget for the Design department to ensure costs are approved and spending kept to a strict budget. This includes tracking travel and liaising with Finance when budget reforecast is required
• Booking extensive travel with detailed itineraries and specific requirements
• Act as ambassador for the Creative Director in her absence or when dealing with external contacts - attend meetings on Creative Director's behalf when requested and follow up with any points that Creative Director should be aware of
• Prepare documents and other materials in anticipation for all business and external meetings
• Creation of seasonal inspiration presentations by collating and editing inspiration imagery and constructing the presentation as directed by Creative Director
• Manage and facilitate all publicity appearances for Creative Director in liaison with the PR department including coordination of stylist, hair and make up
• Research and organise Design Inspiration trips and other logistics regarding travel arrangements and accommodation
• Research, collation and editing of a library of high quality images to aid and support the creative process as per the direction of the Creative Director
• Minute taking at meetings as requested and directed by Creative Director
• Personal work for the Creative Director as directed
Departmental Calendar and Critical Path
• In collaboration with relevant colleagues, support with creating the Design calendar for the Creative Director in line with the needs of all Product Departments - Design, Merchandising, Licensing, Consultants and Product Development departments
• In collaboration with relevant colleagues, support with interpreting the Design, Merchandising and Press Calendars into Outlook, identifying conflicts and sending invitations to the appropriate team members
Studio Management
• Management and coordination of operational needs of the Design Team - submission of expenses, supply orders, sending packages when required
• Approval of team travel requests and tracking of movements in Outlook
• Administration of all leave requests - approval forms, logging in Workday and tracking in Outlook
• Approval of invoices in VIM system seeking relevant approvals when appropriate from team
• Management of Design Studio Archive - collation of Creative Director's archive selection per season, logging in Archive system, collection of items as and when requested
• Legal Registration for each collection acting as key liaison between the Legal department and Designers
Special Projects
• Assist and support Design team special projects
• Assist and research on various topics per Creative Director's instruction e.g. Brand Book; one-off collaboration
  
  Extensive experience in similar role
• Proven PA / EA experience within a pressured and entrepreneurial environment
• Experience working within the luxury fashion industry desirable
• Experience within a fast-paced studio or creative environment
• Computer literate - Confidant user of Microsoft Word, Excel, PowerPoint
• Experience using Adobe Photoshop and InDesign
• Demonstration of a creative eye
• Strong attention to detail within a fast-paced environment
Characteristics Required:
• Interest in Art, Design, Fashion and Current Affairs is required
• Proactive, motivated, intuitive
• Highly organised with a 360 degree approach and a can-do attitude
• Self-starter with a high level of initiative
• Excellent communication
• Able to act with complete discretion