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Personal Assistant to Vice President Global Consumer Marketing and Vice President Global Marketing | Jo Malone London

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Jo Malone London

Aug 23

Applications are closed

  • Job
    Full-time
    Mid & Senior Level
  • People, HR & Administration
  • London

Requirements

  • - Demonstrate outstanding organisational & administrative skills including proficiency with Office 365, particularly, Word & Outlook and familiarity with video conferencing systems & travel booking platforms.
  • - A positive & proactive approach to managing a frequently changing schedule with the ability to prioritise & operate calmly in a fast-paced environment.
  • - Exhibit confidentiality & professionalism when handling both personal and business-related information.
  • - Confident communicator with excellent communication skills, both written and verbal.
  • - Develop strong & sustainable working relationships and the capability to interact within all levels of the organisation.
  • - Demonstrate evidence of balancing long-term projects with the urgency of immediate demands.
  • - Evidenced ability to filter & highlight pertinent information from both internal and external environments.
  • - Strong interpersonal skills, with an amiable approach and a focus on fostering a positive representation of line managers & Jo Malone London Brand.
  • - Previous experience as a Personal Assistant if preferable.
  • - Worked within a regional or global organisation is desirable but not essential.
  • - Be prepared to work across multiple time zones, with an occasional requirement to travel domestically & internationally.

Responsibilities

  • Heavy diary management, ensuring time is effectively used for maximum efficiency through prioritising meetings according to the business needs and urgency whilst allowing sufficient meeting preparation time.
  • Managing a large stream of daily emails and calls.
  • Managing inboxes daily to identify items requiring immediate attention from line managers or delegation to the relevant team member.
  • Coordinating external & internal meetings, sending detailed agendas & minutes in a timely manner.
  • Arranging extensive international travel. Creating detailed itineraries and coordinating visas where necessary.
  • Manage reimbursement of business expenses and helping to achieve best prices and value from travel arrangements using Concur.
  • Raising & tracking Purchase Orders when needed, liaising with procurement & suppliers to ensure prompt payment.
  • Supporting the department with any ad hoc tasks including national & international shipments via FedEx, Parcel Force & London couriers.
  • Work closely with the JML Global team of PAs to coordinate key corporate meetings.
  • Support line managers the on any necessary personal matters.
  • Occasional Offsite Meetings: Venue sourcing, coordinating team travel, accommodation, internal & external gifts, arranging evening & team building activities and ensuring seamless technical support.
  • Global Market Visits: Work with the regions & affiliates on itineraries & visas (when required).
  • Internal & External Visitor Support: Work with your department & the Global PAs to coordinate Global visits to the London Townhouse, executing a high touch set up including catering & floral displays and arranging AV/ production when necessary.
  • Attend quarterly PA meetings to share best practice & proactively tackle issues related to the brand administrative processes to ensure speed & efficiency.

FAQs

What is the job title for this position?

The job title is Personal Assistant to Vice President Global Consumer Marketing and Vice President Global Marketing at Jo Malone London.

Where is the job location?

The job is based out of our Global Townhouse in Marylebone, London.

What is the work schedule for this role?

This is a full-time position with the opportunity to work up to 2 days per week at home in a hybrid format.

What are the primary responsibilities of this Personal Assistant role?

Key responsibilities include heavy diary management, managing emails and calls, coordinating meetings, arranging international travel, managing business expenses, supporting ad hoc tasks, and collaborating with the global team of PAs.

What qualifications are required for this position?

The ideal candidate should have outstanding organizational and administrative skills, proficiency with Office 365, effective communication skills, confidentiality, strong interpersonal skills, and ideally, previous experience as a Personal Assistant.

Is previous experience in a regional or global organization required?

Previous experience in a regional or global organization is desirable but not essential.

Will there be any travel requirements for this role?

Yes, there may be occasional domestic and international travel required, as well as the need to work across multiple time zones.

What kind of support will the Personal Assistant provide to the Vice Presidents?

The Personal Assistant will provide seamless support through diary management, email and call management, meeting coordination, travel arrangements, and assistance with other ad hoc tasks.

How will the Personal Assistant coordinate offsite meetings?

The Personal Assistant will source venues, coordinate team travel and accommodation, arrange gifts and team-building activities, and ensure technical support is in place.

What is the company’s stance on diversity and inclusion?

Estee Lauder Companies is an equal opportunities employer and encourages applications from qualified and eligible candidates regardless of sex, race, disability, age, sexual orientation, gender reassignment, religion or belief, marital status, or pregnancy and maternity.

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Jo Malone London

Jo Malone London, British Fragrance and Lifestyle House. Contemporary and Enchanted.

Retail & Consumer Goods
Industry
10,001+
Employees
1994
Founded Year

Mission & Purpose

Understated style. Defined by a rather unconventional sense of sophistication. A British fragrance and lifestyle house, with a contemporary point of view. Timeless and elegant... but always infused with a charming dash of wit and whimsy. Acquired by The Estée Lauder Companies, Inc. in 1999, today the brand is available in 63 countries worldwide and continues to inspire a loyal following.