Executive Assistant - Retail Operations - 3 Months FTC

Role Responsibility

An Executive / Personal Assistant is a high-profile role in which you will be responsible for providing key administrative support to the relevant leadership team to ensure efficient and effective workflow in the department. You will build, maintain and ensure the widespread use of efficient systems of working within a fast paced and often challenging environment and support the Directors of and Heads of with diary management and administration . 

In this role you will:

•Effectively manage the diary for the relevant Directors and Heads of, scheduling appointments and meetings

•Create presentations on behalf of the leadership team as and when required

•Compile travel itineraries and arrange travel and accommodation requirements

•Understand the responsibilities of the team by regularly monitoring their mailboxes and responding to relevant requests on their behalf

•Oversee the smooth running of the office, which includes but is not limited to being a point of contact for all key stakeholders, sorting and actioning incoming and outgoing office mail, and handling ad hoc queries from all areas of the business

•Ordering consumables in line with budget allowances and ensuring no shortages occur

•Code invoices upon receipt to the correct expense lines and updates the tracker

•Coordinate meetings, taking minutes, as and when needed

•Produce typed work that is consistent in its standard and accuracy together with the ability to collate and produce visual/PowerPoint presentations

•Action expenses through correct process to ensure speedy payment

•Work with the IT team to resolve any IT issues efficiently when required

•Collate, gather and summarise relevant information and data to support on key projects when necessary

•Assist with ad-hoc off-site meetings, events and visits from VIP guests

•Ensure the department working processes are documented and followed up 

•Involvement and support with ad hoc projects and initiatives

The Ideal Candidate

•An experienced and forward-thinking EA/ PA, you will have a background working in a fast-paced demanding environment, ideally in the retail industry. You will have experience managing diaries and travel bookings for multiple people at a time, specifically at senior level

•Technical. You will be proficient in Word, Excel and PowerPoint

•Relationship focused - you will have an excellent track record of building and maintaining strong working relationships. Your interpersonal skills will ensure you have the ability to communicate with individuals across all levels of the business, especially at the senior level. You will also possess excellent writing skills in order to communicate effectively via email and produce high quality correspondence

•Focused - you will have the ability to manage and prioritise multiple demands. You will effectively manage your time between completing any ad hoc requests and fulfilling your normal day-to-day responsibilities. Your excellent attention-to-detail and organisational capability will ensure you respond to requests accurately and efficiently.

•Resilient – your resilience and ability to remain calm under pressure will enable you to deal with ambiguity and work effectively within certain constraints and timelines. You will be proactive and be able to anticipate relevant issues before they arise. Your flexibility will also allow you to be responsive in situations that may change unexpectedly.

•You will be professional and discrete in your use and management of highly sensitive and confidential information.

All team members are expected to be flexible in the work they undertake, which may change from time to time, according to the needs of the business

About the Company

Rewards and benefits 

Here are just a few of our rewards and benefits that help make our team experience that bit more extraordinary. 

• Flexible working options to benefit you, your family and your wellbeing that can include part-time, flexi-time, job sharing or hybrid working

• Generous annual leave that increases with length of service 

• Up to five paid volunteering days – from beach cleans to co-ordinating food and clothing donations 

• Family leave that suits your set up including Maternity, Paternity, Adoption, Surrogacy and Shared Parental leave policies 

• Defined pension contribution scheme  

• Generous bonus and/or commission scheme  

• Enviable team member discount including sale previews and double discount days 

• Exclusive local discounts on a range of restaurants, bars, beauticians and entertainment 

• Subsidised gym memberships  

• A sustainable car salary sacrifice scheme (subject to eligibility criteria)

• Several internal communities to get involved in from our Diversity Board and Green Warriors who are leading the charge on D,E&I and sustainability, to the Wellbeings who are always thinking of new ways to champion healthy minds, bodies and routines for our team members 

• Workplace Options, our confidential team member assistance programme for when life gets tricky or you need a little guidance 

• Access to a wide range of training programmes to help your career development 

Read on to find out how you can play your part in Reinventing Retail… 

Everyone is welcome 

Selfridges is a place where we want everyone to feel a sense of belonging. We embrace every self and are committed to cultivating a diverse and inclusive working culture. We are leading with purpose to not only increase the visibility and recognition of under-represented talent within our organisation, but the wider industry too. Here at Selfridges, everyone is welcome – irrespective of race, gender, ethnicity, sexuality, age or disability, we stand by equal opportunities for all.   

To ensure every feels welcome, we offer support at every stage of the application and interview process.  Should you need it, please let your recruitment contact know and they will be more than happy to help.

Our awards cabinet  

We’re not ones to brag, but since you asked...Selfridges has won the award for The World’s Best Department Store an unprecedented four times at the IGDS awards, with an additional award for the Best Sustainability Campaign. We were also recognised as a ‘Best 25 Big Company to Work For 2020’ as awarded by The Sunday Times. 

Selfridges