PURPOSE OF THE POSITION:

To work in partnership with the CEO to manage every element of her personal and professional diary, agenda and events schedule. To support the planning and execution of projects, key events and travel to ensure the smooth running of her day to day interactions both at home and at work. Build a strong understanding of their priorities to ensure she is able to spend her time focusing on the highest value activities. 

To thrive in a highly creative environment, while bringing order and planning with the ability to remain flexible as plans naturally change and evolve. To keep a step ahead, by always knowing what and where their needs to be and making it happen. Having the confidence to solves issues or create solutions in the CEO's absence. 

To operate in a calm and composed manner and be polite but firm to ensure where possible plans can be followed. To be a real team player and build strong relationships with colleagues and with clients and operate confidentially and discretely in high profile situations. 

DUTIES AND RESPONSIBILITIES:

Planning and Scheduling 

• Ensure the CEO's days and weeks run smoothly and she knows both what each day holds and where she needs to be and when and with whom. To also have insight to her leadership teams whereabouts so she can contact them as needed. 
• Develop a rhythm of planning to develop clear understanding of activities or actions needed at any given time. 
• Manage the CEO's professional and personal diary to align personal and professional commitments (build an outlook database of clients with birthday, anniversaries ; resources i.e. travel company, car services).
• Act as the first helpful point of contact for the brand to be able to best manage her time. Build a relationship so you can confidently filter and prioritise enquiries and activities as necessary; both internally and externally if appropriate
• Help with administrative task management including expenses and other such needs 
• Coordinate senior leadership team with shared meeting support, travel and expenses as needed.
• Prepare task schedules for them, to incorporate daily, weekly and monthly schedules and to ensure there is follow through on all aspects as needed (liaise Senior Client Advisor). 
• with internal teams and external contacts or clients as needed (in liaison with team leaders and
• Organise travel and accommodation (domestic and international). Manage/facilitate personal matters when necessary (travel etc.)

Meeting Planning and Events

• Organise internal and external business meetings working in alignment with Senior Client Advisor and Sales and Marketing teams. 
• Schedule and arrange lunches and events for Creative Director. In conjunction with the Senior Client Advisor and spearheaded with PR and Head of Marketing the lunch and events as required, including building a guestlist database, choosing event themes, coordinating RSVPs and invitations as needed.
• Research and source details of events as needed. 
• Support the CEO, PR and Marketing on private client events, PR events or launches to ensure their smooth running and full engagement of the CEO.
• Be on hand as needed leading up to and during events to ensure their smooth running

Communication and Engagement 

• Manage the Creative Director’s time with clients and meeting schedules.
• Regular briefing and debriefing with Senior Client Advisor and Jewellery Specialist to keep Creative Director up to speed.
• Communicate the CEO's availability and whereabouts to wider team to keep everyone updated on events and schedules as needed. 
• Work in partnership with PR to brief the CEO prior to meetings on attendees, topics to be covered (interviews; press).   
• Create letters, reports, presentations and draft correspondence; 
• Co-ordinate thank you notes, client gifts and develop ways to build strong client relationships
• Expected to act proactively and without much supervision, anticipating needs and following through.
• Build a strong relationship with their nanny, husband and personal contacts as needed to easily manage her home and work commitments. 
• Monitor and prioritise incoming emails, messages and other communications.  
• Take incoming calls and prioritise accordingly, allocate out, follow-up.
• Any other reasonable tasks required which may include personal requests. 
• Organize department supplies-stationery; 

PRIOR EXPERIENCE AND QUALIFICATIONS

• Seasoned Executive Assistance experience in a high profile and/or creative environment 
• Further education diploma or higher education degree 

IDEAL CANDIDATE

• Highly organized and planful with excellent attention to detail 
• Strong communication and written skills. 
• Able to multi-task and juggle competing requests, in an ever-changing environment 
• Engaging and friendly manner with the ability to build strong relationships with a wide variety of people 
• Calm, composed and consistently polite while remaining firm.  
• Technically proficient with advanced IT and database management
• Self-starter with initiative who looks for solutions not problems
• Hard working and committed self-starter who is ‘can-do’ and solution focused