Personal Assistant & Stock Operations Coordinator

Four Seasons; Greater London; Hybrid; GBP 41,000 - 50,000; Full time

Job summary

Four Seasons, a London-based luxury watch and jewellery specialist, is seeking a Personal Assistant & Stock Operations Coordinator to support the Managing Director and oversee stock from receipt to market. The role blends executive assistance with hands-on stock prep within a fast-paced luxury retail setting.

The position requires five years in senior-level support, superb organisation, discretion and strong communication.

Qualifications

• Five years+ experience supporting Founder/MD or C-suite
• Strong calendar, inbox and travel management
• Experience in stock administration or luxury retail is a plus
• Excellent written and verbal communication with high presentation standards
• Advanced proficiency with Microsoft Office and Mac systems
• Proactive, discreet and highly organised with strong multitasking abilities

Responsibilities

• Manage the Managing Director’s calendar, meetings and travel arrangements
• Triage emails and draft/dispatch correspondence on the MD’s behalf
• Prepare agendas, materials and follow-up actions for meetings
• Coordinate domestic and international travel and expense reconciliation
• Support stock administration from receipt to retail preparation and listing
• Liaise with internal teams and suppliers to ensure on-time delivery and presentation of products
• Assist with confidential financial administration and record-keeping

Skills

Executive support

Calendar management

Travel coordination

Stock administration

Discretion

Communication

Attention to detail

Office & Mac skills

Tools

MS Office

Mac OS

Job description

Personal Assistant & Stock Operations Coordinator

City of London

up to £45,000

Monday to Friday (1 Hybrid day working)

A well-established London-based luxury watch and jewellery specialist, renowned for sourcing, buying and selling some of the world’s most prestigious timepieces and fine jewellery, is looking for a Personal Assistant & Stock Operations Coordinator.The business has built a strong reputation for its expertise, highly personalised service and extensive network of collectors and clients, combining a modern, entrepreneurial approach with deep knowledge of the luxury market.

Role Overview

An exciting opportunity has arisen for an adaptable, proactive and highly organised individual to provide executive support to the Managing Director while overseeing the end-to-end administration and preparation of incoming stock.

This is a varied and hands-on position requiring excellent judgement, discretion and meticulous attention to detail within a fast-paced luxury retail environment.

The successful candidate will play an integral role in bringing structure and clarity to the Managing Director’s schedule and communications, while ensuring incoming products are accurately recorded, prepared to the required standard and brought to market efficiently.

Working closely with internal teams and external suppliers, they will help maintain the exceptional operational, product and presentation standards expected within the business.

Key Responsibilities

Executive & Administrative Support

• Manage the Managing Director’s calendar, prioritising meetings and effectively coordinating time across multiple and competing demands.

• Manage and triage emails and communications, drafting, proofreading and sending correspondence on the Managing Director’s behalf where required.

• Coordinate meeting preparation, including agendas, supporting materials, notes and follow-up actions.

• Arrange domestic and international travel for the Managing Director and wider team, including flights, accommodation, transport, itineraries and visas, alongside the reconciliation of associated expenses.

• Support the planning and coordination of international buying trips, providing administrative assistance relating to buying and wider stock strategy.

• Partner with the PR team on occasional projects, including the organisation of PR events, launch dinners and VIP client experiences.

• Conduct ad hoc research and support with additional business or personal tasks for the Managing Director where required.

Stock Operations & Product Preparation

• Take ownership of incoming stock, coordinating each product from initial receipt through to retail readiness.

• Accurately record products and all relevant information within the company’s stock management system, ensuring records remain complete and up to date.

• Inspect incoming products and coordinate any servicing, maintenance, repairs or refurbishment required ahead of sale.

• Liaise closely with external suppliers and internal teams to monitor progress, resolve delays and expedite issues where necessary.

• Ensure products are prepared and uploaded to the company website efficiently and accurately.

• Work closely with the Social Media Manager and wider team to ensure products are professionally photographed, presented and marketed.

• Support the Managing Director in ensuring every product meets the company’s standards before being offered for sale.

Financial Administration & Confidentiality

• Provide support with private financial administration, including collating receipts, maintaining organised records and assisting with information required for Self Assessment tax matters.

• Maintain confidential business and personal records, handling all sensitive information with the highest level of professionalism and discretion.

Experience & Skills

The successful candidate will ideally bring:

• A minimum of five years’ experience supporting a Founder, Managing Director or C-suite executive, ideally within a fast-paced or entrepreneurial business.

• Strong calendar, inbox, travel and administrative management skills, with the ability to effectively prioritise frequently changing demands.

• Previous experience within stock administration, inventory management, luxury retail, watches, jewellery or other high-value products would be highly advantageous.

• Exceptional written and verbal communication skills, with excellent attention to detail and consistently high presentation standards.

• Advanced proficiency in Microsoft Office and confidence working across Mac systems, with the ability to quickly learn new stock management and administrative platforms.

• Confidence coordinating complex international travel arrangements and the flexibility to respond to changing business requirements.

• A proactive and solutions-focused approach, with the ability to anticipate needs and follow tasks through to completion.

• Exceptional organisational skills, with the ability to manage multiple workstreams and deadlines with minimal supervision.

• High emotional intelligence, sound judgement, professionalism and integrity.

• A proven ability to handle confidential and sensitive information with complete discretion.

Working Relationships

The successful candidate will report directly to the Managing Director and Operations Director, working closely with colleagues across buying, stock management, retail, marketing, social media, PR and finance.

They will also build and maintain effective working relationships with external suppliers, service providers and other key business partners.

Working Arrangements

This is a full-time position. The successful candidate may have the opportunity to work flexibly for one day per week, subject to business requirements and prior agreement with the Managing Director and Operations Director.

Flexibility

This job description outlines the principal responsibilities of the position. The successful candidate may also be required to undertake additional reasonable duties in line with the seniority of the role and the evolving needs of the business.