Executive Assistant - 12 Month FTC

AESOP; United Kingdom; Hybrid; GBP 35,000 - 55,000; Full time

Job summary

An established industry player seeks a proactive Executive Assistant to support senior executives in a dynamic and inclusive environment. This role involves managing complex diaries, coordinating travel, and ensuring seamless communication across teams. The ideal candidate will possess exceptional organizational skills, discretion, and a commitment to fostering a supportive workplace. With a hybrid working model, you will thrive in a role that values your contributions while providing opportunities for professional development and teamwork. Join a forward-thinking company dedicated to sustainability and inclusivity.

Qualifications

• Proven experience in managing complex diaries and travel itineraries.
• Ability to maintain confidentiality and handle sensitive information.
• Strong interpersonal skills and ability to foster relationships.

Responsibilities

• Coordinate meetings and act as a point of contact among executives.
• Manage travel arrangements and prepare itineraries for the GMs.
• Support preparation and distribution of presentations for stakeholders.

Skills

Organizational Skills

Communication Skills

Discretion and Confidentiality

Microsoft Office Suite

Problem-Solving Mindset

Team Player

Education

Experience in Senior Level PA/EA Positions

Experience Supporting Finance or C Suite Executives

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Teams

SharePoint

Job description

Executive Assistant | London | FTC 12-Months

For over 35 years, Aesop has carefully cultivated an inspiring and inclusive environment in which our employees are supported and encouraged to thrive. As a global retail organisation, we offer professional development and advancement opportunities to complement career goals and aspirations.

Our approach to skin care involves meticulous attention to detail, using only the most efficacious ingredients to create formulations which stir the self and senses. The same meticulous approach is taken during our recruitment process, seeking out considered and inspired individuals with a wealth of perspectives who bring out the best in themselves and others.

We aim to strike the right balance between people, planet and profit, actively reducing our footprint on the planet that generously sustains us. So far, this journey has led us to become a certified B Corp. We are committed to building a more sustainable and inclusive society.

Role purpose

We are looking for a proactive and dedicated EA to join our team here in London, providing administrative support to the Chief Operations Officer and General Manager, Finance.

You will possess exceptional organisational skills and a proactive attitude to become a dependable support to senior stakeholders whose time is constantly in demand. You will manage tight and intricate diaries as well as complex travel itineraries. All duties performed will require considerable confidentiality, initiative and mature, independent judgement.

As a successful candidate, you will demonstrate that you are a team player who takes accountability for your actions and duties and can be relied upon to perform your role with the highest degree of professionalism and self-discipline.

This position will require flexibility in order to support work across multiple time zones.

Role responsibilities include, but are not limited to -

• Coordinate team meetings and act as the point of contact among executives, employees and external partners.
• Support preparation, editing and distribution of presentations for internal and external audiences (including Board members)
• Attend selected team meetings, taking minutes and actions as required
• Liaise with the team EAs and the Office team on a regular basis, ensuring that all meeting and hosting deadlines are met
• Assisting with general administrative duties for the departments when required, organising catering and arranging team activities and offsites
• Facilitate seamless communication between the GM's, COO and global teams, ensuring timely responses to emails and messages
• Act as a liaison between the GM's, COO and various stakeholders, both internal and external, fostering strong relationships
• Manage confidential information with discretion and professionalism
• Calendar management involving maintaining, prioritising and scheduling all meetings domestically and internationally including meeting room bookings and external reservations
• Managing all travel requirements for the GMs including international and domestic flights, accommodation, scheduling meetings, preparing travel itineraries and managing global time zone differences
• Completing Cash Reimbursements both domestically and internationally involving currency conversions
• Process and expense code invoices for payment.

This is a full-time position on a 12-month fixed term contract, operating with a hybrid working pattern of three days per week based at Aesop's Head Office in London Bridge and two days per week remote working. What we are looking for

• Open mindset and deep curiosity seeking to understand others, listen without judgement and act on diverse perspectives
• Commitment to fostering an inclusive and psychologically safe work environment
• Experience in senior level PA / EA positions
• Experience supporting Finance or C Suite executives will be highly regarded
• High level of integrity and discretion in handling confidential information
• Proficiency with Microsoft Office, Outlook, Word, Excel, PowerPoint, Teams & SharePoint
• Excellent communication skills, both written and verbal, with a high level of professionalism
• Highly organized and able to handle administrative details independently, while keeping stakeholders appropriately informed or engaged
• Detail orientated with a proactive and problem-solving mindset
• Discretion and confidentiality in handling sensitive information
• Resilient, diplomatic, confidential and trustworthy
• Experience of working across countries and time zones within a global organisation
• Dynamic team player who will act as a connector across the teams supported and will be keen to organise/participate in social and volunteering group activities.