Personal Assistant | Jo Malone London (based London)

Jo Malone London has an exciting opportunity to appoint a Personal Assistant. This role will have a dual reporting line and based out of our beautiful Global Townhouse in Marylebone. This is a hybrid role, with the opportunity to work up to 2 days per week at home. This pivotal role will provide seamless support and involve a broad range of duties including: PA duties:

• Heavy diary management, ensuring time is effectively used for maximum efficiency through prioritising meetings according to the business needs and urgency whilst allowing sufficient meeting preparation time.
• Managing a large stream of daily emails and calls.
• Managing inboxes daily to identify items requiring immediate attention from line managers or delegation to the relevant team member.
• Coordinating external & internal meetings, sending detailed agendas & minutes in a timely manner.
• Arranging extensive international travel. Creating detailed itineraries and coordinating visas where necessary.
• Manage reimbursement of business expenses and helping to achieve best prices and value from travel arrangements using Concur.
• Raising & tracking Purchase Orders when needed, liaising with procurement & suppliers to ensure prompt payment.
• Supporting the department with any general admin tasks including national & international shipments via FedEx, Parcel Force & London couriers.
• Work closely with the JML Global team of PAs to coordinate key corporate meetings.
• Support line managers the on personal matters.
Other Projects:
• Occasional Offsite Meetings : Venue sourcing, coordinating team travel, accommodation, internal & external gifts, arranging evening & team building activities and ensuring seamless technical support.
• Global Market Visits : Work with the regions & affiliates on itineraries & visas (when required).
• Internal & External Visitor Support : Work with your department & the Global PAs to coordinate Global visits to the London Townhouse, executing a high touch set up including catering & floral displays and arranging AV/ production when necessary.
• Attend monthly PA meetings to share best practice & proactively tackle issues related to the brand administrative processes to ensure speed & efficiency.
  
  The ideal candidate will:
• Demonstrate outstanding organisational & administrative skills including proficiency with Office 365, particularly, Word & Outlook and familiarity with video conferencing systems & travel booking platforms.
• A positive, flexible and proactive approach to managing a frequently changing schedule with the ability to prioritise & operate calmly in a fast-paced environment. In addition, anticipate the needs of the VP, identify potential challenges and take the initiative to resolve them before they impact the team or project.
• Exhibit confidentiality & professionalism when handling both personal and business-related information.
• Confident communicator with excellent communication skills, both written and verbal.
• Develop strong & sustainable working relationships and the capability to interact within all levels of the organisation.
• Demonstrate evidence of balancing long-term projects with the urgency of immediate demands.
• Evidenced ability to filter & highlight pertinent information from both internal and external environments.
• Strong interpersonal skills, with an amiable approach and a focus on fostering a positive representation of line managers & Jo Malone London Brand.
• Previous experience as a Personal Assistant if preferable.
• Worked within a regional or global organisation is desirable but not essential.
• Be prepared to work across multiple time zones
  
  The Estee Lauder Companies Personal Assistant | Jo Malone London (based London) in London, United Kingdom