Jobsxl | Total Jobs Online

PA to VP/ General Manager and Coordination support to trade-marketing, Aveda, Origins and Bumble & Bumble.

An exciting opportunity has arisen for an exceptional Personal Assistant to support our Vice President General Manager of Aveda, Origins and Bumble & bumble and support in coordination / admin tasks to trade-marketing functions (retail and salons); based at One Fitzroy, London.

Position Overview

• Be a “right hand” proactive PA, assessing the VPGM’s need and requirements by understanding business priorities and relationships.

• Effectively manage administrative and secretarial support to VP GM and ensuring the efficient running of the VPGM’s and Brand office.

• Brand contact point for internal and external business matters.

• Coordination of all Brand conferences. retailer strategy meetings and special projects

• Efficient calendar management, including meeting prioritisation, conflict resolution and room bookings.

• Organisation of status updates and internal/external meetings as required

• Email management.

• Responding to all emails, letters and incoming calls in a courteous and effective manner, controlling emails and invitations; ensuring the VPGM is aware of urgent matters at all times.

• Manage confidential and sensitive information appropriately.

• Maintaining efficient filing system

• Arrange travel itineraries, including flights, ground transport, hotels and visas

• Submit all expenses in a timely manner

• Liaising and maintaining close contact with other departments on VPGM’s behalf

• Maintain office stationary and branded printed materials

• Providing IT support and raising calls with GIS.

• Chair management meetings, documenting the notes and following up on actions required.

• Executing and concluding special projects as defined by the VPGM.

• Support the trade-marketing function (commercial and marketing team members) on supporting in administrative tasks that supports implementation of plans.

• Coordination of retailer strategy meetings and special projects.

Branded Events & Conferences

• Working with the Events and AV companies to coordinate and execute high standard, bi-annual Brand Conferences within budget.

• Collating PowerPoint presentations for Conferences and VIP visits

• Assisting Global office with Roundtable meetings as required

• Co-ordinating monthly team meetings

• Collaboratively working together with other General Manager’s PAs for ELC events

• Raise and monitor PO’s as required in a timely and accurate manner

Other Areas

• Establish and maintain excellent relationships with cross-functional groups (Sales, Education, Marketing, Finance, HR and Supply Chain).

• Manage and respond to requests from all internal and external departments in a timely and efficient manner.

• Attend ELC PA Meetings on behalf of the Brand.

• Represent the Brand as Business Continuity Coordinator

• Preparing inductions and intranet announcements for new starters

• Maintain up-to-date org charts and distribution lists

• Maintaining record of holiday dates for office personnel

• Co-ordination of office moves for the Brand Team/ supporting the move to agile working.

Trade-marketing coordination

• Help on the implementation of trade marketing calendar for all retailers

• Support implementation of these plans with the support of the TM manager

• Work closely with sales team and key contacts at each retailer to understand their upcoming programs and how you can support.

• Support developing the team on developing retailer/salon specific presentations, follow up on collaterals or send out for events …

• Develop bespoke collateral for service events and activities in Flagships

• Work closely with NAMs, Field and Education teams to execute with excellence

• Support raising trade and marketing budget orders in SAP

Qualifications

Qualifications

• Agile working style with superb interpersonal and communication skills

• Excellent time management and organisation skills

• Strong Microsoft Office Skills (Advanced Word & PowerPoint)

• Solid experience in event coordination

• Must enjoy working in a team environment

Job: Administrative

Primary Location: GB-ENG-London

Job Type: Standard

Schedule: Full-time

Shift: 1st (Day) Shift

Job Number: 2316929

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