EA to VP & Office Manager

Reporting to: Vice President

JOB PURPOSE

An exciting opportunity has arisen for a dynamic, super-efficient and enthusiastic EA & Office Manager to join the team at Dover Street Market.

This is a cross-departmental position, reporting into and working closely with the Vice President, with scope for growth within the organisation. You will provide a comprehensive level of administrative and organisational support to the VP, ensuring the smooth and efficient running of the function. Acting on behalf of the VP, you will take action and decisions in agreed areas of responsibility and will support with diverse and exciting projects across the business.

This role will suit someone who thrives in an extremely fast paced, high pressure environment and enjoys the challenges of supporting a diverse and growing office team. We are looking for a true multi-tasker who is comfortable managing different projects simultaneously, with strong negotiation and communication skills.

RESPONSIBILITIES

EA SUPPORT

  • Partner closely with and work as a true right hand to the VP
  • Develop a thorough understanding of departmental priorities and those of the VP to enable the proactive management of the diary, requests and workload
  • Act firmly and decisively, with charm, in managing both the VP's agenda, taking decisions accordingly, while prioritising the needs of both the VP and the business
  • Extensive diary and agenda management
  • Ensure the VP is fully prepared for each meeting, providing background information and previous meeting notes for all external, internal meetings and personal board commitments
  • Build strong relationships across the stakeholder group
  • Extensive travel bookings for VP
  • Senior new starter induction planning and organisation
  • Process expenses for VP in line with company policy
  • Maintain confidentiality and discretion at all times
  • Assist with personal administration (5% of time)

OFFICE MANAGEMENT

  • Ensure the smooth running of the office environment and front of house area
  • Communicate where appropriate to the team any new processes or key changes in relation to the office
  • Look for efficiencies and value add opportunities across the office
  • Proactively provide general office administration and the coordination of facilities support
  • Manage regular orders and deliveries of stationary and other office supplies
  • Act as a health and safety champion by ensuring the proper implementation of H&S policies with the support of key stakeholders
  • With support from the HR team, take a proactive approach to put in place improvements to the office, identifying employees' needs and enhancing their experience at work by balancing these with business requirements
  • Maintain relationships and negotiate with office vendors and service providers
  • Accept and sort mail and deliveries where necessary
  • Support with the planning of events and office social activities

ADHOC PROJECT WORK

  • Coordinate and/or lead adhoc projects, as requested by the VP
  • Proactively seek to provide support in Companywide projects where required
  • Support the delivery of events and key activations across the business

 

THE IDEAL CANDIDATE

  • Previous experience of working as an EA or PA to Senior Management
  • Ability to engage with senior leadership 
  • Hands on with ‘can do’ attitude
  • Strong interest in DSM and fashion with a willingness to be involved in cross-company initiatives
  • Ability to handle multiple assignments quickly and efficiently while showing diplomacy and sensitivity
  • Highly computer literate, particularly in Word, PowerPoint and Excel with an affinity to pick up IT knowledge
  • Strong administrative and organisational skills with a high attention to detail
  • Confident and charming with strong influencing skills
  • Ability to build strong and trusted relationships
  • Highly agile with the ability to be flexible and re-prioritise
  • Ability to act quickly to last minute requests and changes
  • Able to work autonomously

Please note that due to the volume of applications received, only shortlisted candidates will be contacted.

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