Executive Assistant

Shiseido; City of Westminster; Hybrid; GBP 48,000 - 52,000; Full time

Benefits offered by this job

Hybrid work pattern

Product allocation & discounts

Enhanced pension

Annual bonus scheme

Flexible Fridays

Wellbeing programmes

Birthday day off

Leave for life events

Holiday buy scheme

Job summary

Shiseido UKI is seeking an Executive Assistant to provide proactive diary management, meeting coordination and travel arrangements for the Country Manager, with additional support for up to two leadership team members. You will partner with HR, Office & Facilities, and cross-functional teams to enable key priorities in a hybrid London-based office.

The role requires a proactive, highly organised professional who can act as a trusted business partner, maintaining discretion and delivering an

Qualifications

• Experience supporting senior leadership in a fast-paced environment.
• Strong diary management, calendar coordination and travel planning.
• Excellent communication and relationship-building with stakeholders.
• Discretion, integrity and ability to handle confidential information.

Responsibilities

• Provide executive support to the Country General Manager: schedule, meetings, travel, itineraries.
• Assist with presentations and reports by coordinating inputs from teams.
• Anticipate challenges and propose proactive solutions.
• Coordinate retail partner meeting arrangements with Finance & Commercial leads.
• Prepare briefing materials, agendas and follow-up actions.
• Manage confidential information with discretion and professionalism.
• Coordinate domestic and international travel and itineraries.
• Lead special projects and organize leadership meetings and events.

Skills

Diary management

Meeting coordination

Travel arrangements

Stakeholder management

Discretion and professionalism

Project management

Strong communication

Tools

Microsoft Office

Job description

The Executive Assistant plays a pivotal support role within Shiseido UKI, responsible for facilitating and coordinating the administrative support directly for the UK&I Country Manager acting as the champion for all their diary management, meeting coordination and preparations, travel arrangements and itineraries.

You will also play a leading role in supporting up to 2 other leadership team members as/when they require support with diary management and or retail partner meeting preparations.

You will work closely with the HR Team, supporting wider office EDI events and activities, liaising with the Office & Facilities Manager and Reception team.

This is not a traditional administrative role. We are looking for an ambitious, proactive and highly organised professional who acts as a true business partner, helping senior leaders maximise their effectiveness, drive priorities and stay focused on what matters most.

This is a permanent position, based in our fabulous UK Head office where you are expected to work in a hybrid approach, 60% of your time typically spend in the office and the rest remotely - however this will naturally flex depending on your stakeholders' presence.

YOUR RESPONSIBILITIES

• Providing high quality, timely and pro-active support to the Country General Manager, managing daily schedule, meetings, calls, travel arrangements and itineraries.
• Support with the Country General Manager's presentations, and reports including liaison with individuals/teams to gather and collate information.
• Anticipate challenges, identify opportunities and propose solutions before issues arise.
• Act as a key point of contact between the executive and internal and external stakeholders.
• Support the Retail & Commercial Director / Finance Director with retail partner meeting arrangements as and when is required
• Facilitate communication across functions and support alignment on key initiatives.
• Work closely with the People and Payroll team for employee led activities as well as office support
• Manage the scheduling and logistics of large scale meetings/seminars/conferences.
• Prepare executives for meetings through briefing materials, research, agendas and follow-up actions.
• Manage confidential and sensitive information with discretion and professionalism.
• Coordinate domestic and international travel arrangements, including detailed itineraries and contingency planning.
• Manage confidential and sensitive information with discretion and professionalism.
• Coordinate new starter welcome and induction programmes for the country manager
• Managing and motivating the team to ensure good office standards and culture.
• Project & Operational Support
  • Lead and coordinate special projects as required.
  • Organise leadership meetings, offsites, town halls and key business events, summer parties.
  • Track deliverables, deadlines and business objectives.
  • Support preparation of presentations, reports and executive communications.
  • General office coordination support as requested by leadership of the Office & Facilities Manager (within HR), Consistently stay ahead of executive needs rather than reacting to them.
• Create efficiency and structure in a fast-moving environment.
• Be recognised as a trusted partner to senior leadership.
• Drive execution of priorities and help the organisation operate more effectively.

Together, we can build a vibrant and dynamic team that reflects the diverse world we serve. We are committed to fostering an inclusive and diverse workplace where all employees feel valued, respected, and empowered. We believe that a diverse workforce enhances our creativity, innovation, and overall success. We welcome applications from individuals of all backgrounds, regardless of race, ethnicity, gender, age, sexual orientation, disability or religion and are proud to promote a culture which supports and appreciates people from all backgrounds. We are always open to flexible working, part time arrangements and any adjustments which you might need to get the best experience whilst at work. We are dedicated to providing equal employment opportunities and ensuring that our hiring practices reflect our commitment to diversity and inclusion. We are proud to be recognised as a disability confident employer and have a number of internal employee forums which promote advocacy for our teams. If you need any support or adjustments during your interview or application, please get in touch with us

You are intellectually curious, commercially aware and relentlessly focused on delivering excellence

• You will anticipate needs before they arise, manage complex priorities with confidence and build strong relationships across the business and externally.
• Ambitious and eager to grow beyond a traditional Executive Assistant role.
• Curious, resourceful and continuously looking for ways to improve processes.
• Confident, resilient and adaptable.
• Positive, energetic and solutions-oriented.
• Takes ownership and accountability for outcomes.
• Passionate about delivering an exceptional experience for stakeholders.

OUR VALUES THINK BIG | TAKE RISKS | HANDS ON | COLLABORATE | BE OPEN | ACT WITH INTEGITY | BE ACCOUNTABLE | APPLAUD SUCCESS

• Experience interacting with senior leadership teams and external stakeholders.
• Excellent written and verbal communication skills
• Highly proactive with a "see it, solve it" mindset.
• Exceptional attention to detail and commitment to quality.
• Strong business judgment and problem-solving capability.
• Ability to influence and build credibility across all levels of an organisation.
• Calm under pressure with outstanding prioritisation skills.
• Advanced Microsoft Office and collaboration tools proficiency.
• High level of discretion, integrity and professionalism., Experience supporting senior executives in a complex, fast-paced environment.
• Proven ability to manage multiple competing priorities with minimal supervision.
• Strong project management and organisational skills

Operating in 120 countries with 42,000 employees and 70 nationalities, Shiseido offers a unique selection of Skincare, Makeup and Fragrance brands with a projected turnover over £7.0bn in 2022.

Founded in 1872 in Japan, Shiseido Group is within the Top 5 leading cosmetics companies in the world and aims to inspire a life of beauty and culture.

Through our heritage, Shiseido constantly creates high-quality, safe and innovative cosmetics and develop brands deeply loved by people from all over the world, in line with our mission:

Beauty Innovations for a Better World.

The pay range for this position is set at c.£50,000 dependant on experience.

Generous product allocation & discount to spend on our gorgeous products!

Supporting the delicate work/life balance with enhanced time off through 26 days holiday + bank holidays + your birthday day off + time off for when you get married or move house PLUS enhanced parental allowance for those big life moments and the chance to buy more through our holiday buy scheme

Plan for your future with our enhanced pension offering. We operate an annual bonus scheme, based on personal development plans and business performance. Flexible Fridays, so you can focus on what is important to you : Flexible & hybrid work patterns to suit all backgrounds with 60% of your time being in the office. Wellbeing programmes including mental health first aiders, free counselling, access to digital GP's. Financial support via exclusive retail discounts. Employee Assistance Programme via Wisdom - health and wellbeing, financial support at your fingertips.

Monthly access to L&D opportunities to help your continuous development