Executive Assistant

Jimmy Choo; City of Westminster; On-site; GBP 50,000 - 70,000; Full time

Job summary

Jimmy Choo in London Head Office is seeking an experienced Executive Assistant to support the Creative Director within the design team and act as gatekeeper.

You will manage a complex diary, coordinate calendars, travel, and prepare materials for meetings, while overseeing the design budget and liaising with Finance and PR for publicity appearances.

Qualifications

• Proven PA/EA experience in a high-pressure, entrepreneurial environment.
• Experience in luxury fashion desirable.
• Experience in fast-paced studio or creative environment.
• Computer literacy: MS Word, Excel, PowerPoint.
• Adobe Photoshop and InDesign experience.
• Demonstration of a creative eye and high attention to detail.
• Interest in Art, Design, Fashion.
• Excellent communication; ability to act with discretion.

Responsibilities

• Meticulous diary management representing the Creative Director.
• Act as gatekeeper for enquiries to the Creative Director.
• Manage Creative Director emails and highlight urgent items.
• Plan and prepare Design and Business calendars; anticipate needs.
• Oversee Design department budget and travel costs; liaise with Finance.
• Coordinate extensive travel itineraries.
• Attend meetings on behalf of the Creative Director when requested.
• Prepare documents and materials for meetings.
• Create seasonal inspiration presentations as directed.
• Coordinate publicity appearances with PR incl. styling, hair, makeup.
• Research design inspiration trips and travel logistics.
• Organise design inspiration image library.
• Minute taking at meetings.
• Personal tasks for the Creative Director.
• Studio operation: expenses, supplies, travel approvals, leave in Workday.
• Approve invoices in VIM.
• Manage Design Studio Archive and Legal registrations for collections.

Skills

PA/EA experience

Luxury fashion industry desirable

Strong attention to detail

Highly organised

Proactive

Excellent communication

Discretion

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Adobe Photoshop

Adobe InDesign

Job description

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