Job Information
The Estee Lauder Companies Tom Ford, Le Labo, Frederic Malle & Kilian - Brand Coordinator and Personal Assistant to VP/GM in London, United Kingdom
Tom Ford, Le Labo, Frederic Malle & Kilian - Brand Coordinator and Personal Assistant to VP/GM
Brand: Tom Ford
Description
Tom Ford & Luxury fragrances cluster
Brand Coordinator
An exciting opportunity has arisen for an exceptional and experienced Personal Assistant to support our Vice President General Manager and the headoffice team of Tom Ford and other luxury fragrance Brands (Le Labo, Balmain, Frederic Malle, Kilian Paris) UK & Ireland; based at One Fitzroy, London.
Position Overview
Be a “right hand” proactive PA, assessing the VPGM’s needs and requirements by understanding business priorities and relationships.
Be the Brand contact point and ambassador for all brands for internal and external business matters
Support the marketing team by owning some key duties
VP GM support (50%of the time)
Effectively manage administrative and secretarial support to VP GM and ensuring the efficient running of the VPGM’s and Brand office.
Efficient calendar management, including meeting prioritisation, conflict resolution and room bookings.
Responding to all emails, letters and incoming calls in a courteous and effective manner, reflecting the luxury positioning of the brands
Controlling emails and invitations; ensuring the VPGM is aware of urgent matters at all times.
Manage confidential and sensitive information appropriately.
Arrange travel itineraries, including flights, ground transport, hotels and visas
Submit all expenses in a timely manner
Liaising and maintaining close contact with other departments on VPGM’s behalf
Chair management meetings, documenting the notes and following up on actions required.
Work closely with all global PAs and key stakeholders in global teams (New York and Paris based)
Organising and coordinating International visitors visits
Team Support (20% of time)
Coordination of retailer strategy meetings and special projects
Coordination of monthly team meetings
Coordination of status updates and internal/external business reviews
Organising stores visits
Creating and maintaining efficient filing systems on Teams
Office management (Stock orders, stationary, printed materials)
Providing IT support and raising calls with IT support team
Branded Events & Conferences (10% of time)
From given brief, create conference theme and propose options to the leadership team (venue, agenda, content, activities). On approval, organise and execute to high standard within budget.
Collating PowerPoint presentations for Conferences and VIP visits
Assisting Global office with Roundtable meetings as required
Collaboratively working together with other GM’s PAs for ELC events
Raise and monitor PO’s as required in a timely and accurate manner
Preparing inductions and announcements for new starters
Maintain up-to-date org charts and distribution lists
Maintaining record of holiday dates for office personnel
Co-ordination of office matters for the Brands Teams
Marketing duties (20% of time)
Own testers, samples and collaterals allocations for Tom Ford and Balmain: providing accurate proposals to marketing and sales team and on approval, processing orders to deliver on time to on counter date
Be the point of contact to process orders from the field and deliver on time
Qualifications
Qualifications
Understanding of business/ luxury or beauty sector
Agile working style with superb interpersonal and communication skills
Ability to work under pressure and prioritising
Excellent time management and organisation skills
Strong Microsoft Office Skills (Advanced Word, Excel & PowerPoint)
Experience in event coordination
Must enjoy working in a team environment
Job: Administrative
Primary Location: Europe, Middle East, Africa-GB-ENG-London
Job Type: Standard
Schedule: Full-time
Shift: 1st (Day) Shift
Job Number: 242984
Estee Lauder Companies is an equal opportunities employer. We positively encourage applications from suitably qualified and eligible candidates regardless of sex, race, disability, age, sexual orientation, gender reassignment, religion or belief, marital status, or pregnancy and maternity.
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