Executive Assistant and Administrator - 3 Month FTC

Fortnum & Mason; Greater London; Hybrid; GBP 45,000 - 65,000; Full time

Job summary

Fortnum & Mason plc in London seeks an experienced Executive Assistant to provide high-level administrative, organisational and operational support to the Chief Operating & Innovation Officer and the Chief Culture & Talent Officer. You will manage complex schedules, travel, confidential information and oversee office services during an exciting office renovation and culture project.

The role requires strong stakeholder management, meticulous attention to detail and exceptional communication.

Qualifications

• Significant stakeholder management experience at a senior level.
• Excellent attention to detail and accuracy in the work that is produced.
• Proficient written and verbal communication skills.
• Ability to review and analyse problems and provide sound judgement in solving issues.
• Excellent time-management skills.
• Proven track record of organizational and planning skills, including travel logistics.

Responsibilities

• Provide high-level administrative, organisational and operational support to senior executives.
• Manage complex schedules, meetings, travel and confidential information.
• Coordinate calendars to maximise time and maintain well‑organised schedules.
• Build effective relationships with suppliers, contractors and service providers as needed.
• Manage visitors and handle general enquiries.
• Safeguard confidential information with discretion and professionalism.
• Maintain accurate records and effective filing systems.
• Coordinate maintenance, supplies, stock levels and deliveries to create a welcoming office.
• Assist with budget tracking, purchase orders and invoice processing.
• Contribute to strategic projects and ensure deadlines and milestones are met.
• Coordinate executive travel arrangements and travel documentation.
• Identify cost-effective travel arrangements and optimise travel budgets.
• Reconcile expense claims efficiently for Executives.
• Prepare rooms, circulate agendas, record minutes and action items for conferences and meetings.
• Assist recruitment, onboarding and employee documentation processes.
• Partner with Executives to prioritise workload and meet deadlines.
• Suggest improvements to administrative processes and efficiency.
• Provide flexible support to Executives as priorities shift.

Skills

Stakeholder mgmt

Attention to detail

Communication skills

Problem solving

Time management

Travel logistics

Organizational skills

Discretion

MS Office

Tools

MS Office

Job description

Our Head Office department is in the heart of Piccadilly and occupies the 5th & 6th floor of our beautiful flagship store. This central London location offers so much to explore including restaurants, bars, cultural sites, shopping and more, and only a short walk from the Green Park Tube Station and plenty of bus stops.

Role Purpose

Provide high-level administrative, organisational and operational support to the Chief Operating & Innovation Officer and the Chief Culture & Talent Officer. Manage complex schedules, meetings, travel and confidential information to ensure the executive office runs efficiently. Provide administrative support to Project Thrive, a major office and back of house renovation and culture programme which is being sponsored by the Chief Culture & Talent Officer. Maintain effective communication with internal and external stakeholders, clients and visitors. Serve as a trusted partner, enabling the Executive to focus on strategic priorities and business objectives.

Key Accountabilities

• Create high-quality reports, documents, presentations, communications and correspondence that support clear, effective decision-making.
• Proactively manage and action incoming and outgoing correspondence, including post and email.
• Coordinate personal and professional calendars to maximise time and maintain well-organised schedules.
• Where required, build effective working relationships with suppliers, contractors and service providers to support business needs.
• Manage and attend to any visitors and customers, answer their general enquiries and direct them to the appropriate colleagues.
• Safeguard sensitive and confidential information with the highest levels of professionalism and discretion.
• Maintain accurate, accessible records by developing effective filing and retrieval systems and capturing key meeting discussions.
• Create a welcoming, well-organised office environment by coordinating maintenance and proactively managing supplies, stock levels, orders and deliveries.
• Support effective budget management by tracking expenses, raising purchase orders and processing invoices accurately and promptly.
• Contribute to strategic projects and business initiatives, helping to keep deadlines, milestones and deliverables on track.
• Ensure seamless executive travel by coordinating itineraries, transport, accommodation, venues and all required travel documentation.
• Optimise travel budgets by identifying and securing high-quality, cost-effective arrangements.
• Manage and reconcile each Executive’s expense claims accurately and efficiently.
• Enable productive conferences and meetings by preparing rooms, circulating agendas, recording clear minutes and action items, and following up to support timely completion.
• Support a positive employee experience by coordinating recruitment arrangements, onboarding, induction and employee documentation.
• Partner with each Executive to prioritise workload, navigate competing demands and meet key deadlines.
• Champion continuous improvement by identifying opportunities to enhance administrative processes and efficiency.
• Provide flexible, proactive support on additional priorities as requested by each Executive.

SKILLS AND EXPERIENCE REQUIRED

• Significant stakeholder management experience at a senior level.
• Excellent attention to detail and accuracy in the work that is produced.
• Demonstrates proficient written and verbal communication skills.
• The ability to review and analyse problems and provide sound judgement in solving issues.
• Excellent time-management skills.
• A proven track record of organizational and planning skills, to include travel logistics.
• At least 3 years’ proven experience as an Executive Assistant, Personal Assistant or similar senior administrative role.
• Advanced computer skills and in-depth knowledge of relevant software such as MS Office applications.
• Working knowledge of standard office administrative practices and procedures
• Resilient and adaptable in the face of ambiguity and constant change.
• Strong stakeholder management and relationship-building skills.
• A high level of discretion and confidentially.

We are committed to developing your career and nurturing your talent, regardless of age; disability; gender reassignment; marriage and civil partnership; pregnancy and maternity; race; religion or belief; sex; sexual orientation. We respect and embrace each other's differences, to create a truly inclusive environment.

In the last year alone, our people have been recognised and celebrated, winning awards for their outstanding contributions to Retail, Technology, Global Hospitality & Tourism, Visual Merchandising & Display, Customer Service and Local Community Awards