Executive Assistant

Club L London; Manchester; On-site; GBP 30,000 - 45,000; Full time

Job summary

A leading company in the retail apparel sector is seeking an Executive Assistant to support C-Suite executives. The role involves high-level administrative tasks, including managing schedules, coordinating meetings, and handling sensitive information. Ideal candidates will demonstrate exceptional organisational skills and discretion. This position offers a dynamic work environment with opportunities for professional growth.

Benefits

Extra day off for your birthday

Flexible working hours

Cycle to work scheme

Free onsite gym

Enhanced pension contribution

Enhanced maternity policy

Free snacks, drinks & treats

Social events

Qualifications

• Proven experience as an Executive Assistant or similar role.
• Strong experience in managing complex calendars and travel arrangements.

Responsibilities

• Manage and prioritise the executive team’s schedules and meetings.
• Coordinate domestic and international travel arrangements.
• Assist with key strategic projects and ensure deadlines are met.

Skills

Organisational skills

Communication

Discretion

Problem-solving

Time-management

Education

Executive Assistant experience

Tools

Microsoft Office 365

Job description

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Club L London are the next-generation online retailer refining accessible luxury for forward-thinking women worldwide. Delivering timeless and trend-oriented styles in sizes 4-20 for every life moment, we design proudly in-house in the UK; with premium quality, exceptional fit and affordable style at the forefront.

Collaboration, communication and curiosity drive our extraordinary workforce – an ambitious team of diverse, experienced and up-and-coming talents that we think you’d fit right into.

A role at Club L is more than a job, it’s a lifestyle for the innovative, inspired and intuitive thinker.

The Role

The Executive Assistant to C-Suite Executives provides high-level administrative support to the CEO, CFO, CMO, and CTO. This role involves managing calendars, coordinating meetings, handling sensitive information, and ensuring efficient communication across departments. The ideal candidate will demonstrate exceptional organisational skills, discretion, and the ability to manage multiple priorities in a fast-paced, high-pressure environment.

Roles and Responsibilities

1. Administrative Support:

• Manage and prioritise the executive team’s schedules, including meetings, appointments, and travel arrangements, dealing with any last-minute changes and requests.
• Draft, proofread, and edit documents for accuracy and clarity.
• Inbox management – respond to emails and other communications on behalf of the executives.

2. Meeting and Event Coordination:

• Organise, coordinate, and schedule internal and external meetings and events across multiple time zones.
• Prepare and manage executive agendas, meeting materials, and take minutes and actions when required.
• Liaise with other departments and stakeholders to ensure timely and accurate follow-up on action items.

3. Travel Management:

• Coordinate domestic and international travel arrangements, including flights, visa’s, ESTA’s, accommodation, and transportation, as well as expense management.
• Prepare detailed itineraries, ensuring executives are well-prepared for travel.

4. Project Management:

• Assist with key strategic projects, ensuring deadlines are met and tasks are executed efficiently.
• Support the C-suite in managing priorities and tracking progress on various initiatives.

5. Stakeholder Management:

• Serve as the first point of contact between the C-suite executives and internal / external stakeholders.
• Able to build relationships internally and externally with key stakeholders, ensuring timely communication and resolution of any issues.

6. Confidentiality & Discretion:

• Handle sensitive and confidential information with the utmost discretion and professionalism.
• Manage sensitive projects and tasks requiring confidentiality and a high level of trust.

7. Special Projects & Ad-hoc Duties:

• Provide support on special projects, as assigned by the C-suite.
• Undertake ad-hoc duties and tasks as and when required to support the business and leadership team.
• Provide general office support including scanning, printing, photocopying documents, handling invoices, and maintaining confidential files and records.

Requirements

1. Experience:

• Proven experience as an Executive Assistant, Personal Assistant, or in a similar role, preferably supporting senior executives or C-suite leaders.
• Strong experience in managing complex calendars, travel arrangements, and confidential information.

2. Skills:

• Team player, as well as the ability to work autonomously and take initiative.
• Excellent organisational and time-management skills.
• Strong verbal and written communication skills.
• Proficiency in Microsoft Office 365 (Word, Excel, PowerPoint, Outlook) as well as shared calendar management.
• Strong business etiquette, written and verbal communication, and time management skills.
• Ability to handle multiple tasks simultaneously and meet deadlines.
• Meticulous attention to detail, accuracy and problem-solving skills.
• High level of discretion and professionalism in handling confidential matters.
• Proactive with the ability to respond to last minutes changes / requests.
• Positive, enthusiastic and the willingness to learn.

3. Other Requirements:

• Strong interpersonal skills with the ability to interact with executives, staff, and external stakeholders at all levels.
• Flexibility to support out of hours particularly when CEO and C-Suite are travelling for business.
• Must be able to work 5 days a week in-office.

What's on offer?

• Extra day off for your birthday
• Flexible working hours around core hours of 10-4
• Cycle to work scheme
• Free onsite gym
• Enhanced pension contribution
• Enhanced maternity policy
• Free snacks, drinks & treats
• Social events

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Retail Apparel and Fashion

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