Executive Assistant - Founder & Team

Position Title: Executive Assistant - Founder & TeamLocation: Greenford, West LondonCompany: BELLAExperience Required: Minimum 5 yearsIndustry: CosmeticsEmployment Type: Full-TimeAbout Us:BELLA is a fast growing, prestigious and innovative luxurious cosmetic brand dedicated to delivering high-quality, premium beauty products. We are seeking an experienced Executive Assistant to support our director and team in maintaining the highest standards of performance and efficiency.Website: www.bellaworld.comKey Responsibilities:Administrative Support:Manage the Director’s calendar, scheduling meetings, appointments, and travel arrangements.Coordinate and organize internal and external meetings, including preparation of agendas, meeting materials, and taking minutes.Handle correspondence, including emails, letters, and phone calls, on behalf of the Director.Travel and Event Coordination:Arrange complex and detailed travel plans, itineraries, and agendas for the Director.Organize events, conferences, and functions, ensuring all logistics are meticulously planned and executed.Prepare expense reports and manage reimbursement processes.Procurement Management:Handle the procurement of goods and services required by the family office.Develop and maintain relationships with vendors and suppliers.Negotiate contracts, pricing, and terms with suppliers to ensure the best deals.Monitor and manage inventory levels and order supplies as needed.Project Management:Oversee and coordinate multiple renovation projects from inception to completion.Liaise with contractors, architects, and designers to ensure project timelines are met.Track project progress, manage budgets, and ensure all work meets quality standards.Resolve any issues or delays that arise during project execution.Operational Efficiency with Team:Implement and maintain efficient office systems and procedures.Manage office supplies and equipment, ensuring the Director’s workspace is well-organized and functional.Anticipate the Director’s needs and proactively address them.Relationship Management:Build and maintain strong relationships with key stakeholders, clients, and partners.Facilitate effective communication and collaboration between the Director and other team members.Represent the Director professionally and courteously at all times.Communication:Exhibit excellent verbal and written communication skills.Prepare and deliver presentations as needed.Communicate effectively with internal and external stakeholders.Excel and Data Management:Utilize advanced Excel skills to manage data, create reports, and analyze information.Develop spreadsheets to track procurement activities and project budgets.Qualifications & Experience:Minimum of 5 years of experience as an Executive Assistant, preferably in a family office or related setting.Proven experience in procurement and project management, particularly in managing renovation projects.Skills:Exceptional verbal and written communication skills.Proficiency in Microsoft Office Suite, especially Excel.Strong organizational and multitasking abilities.Attention to detail and problem-solving skills.Attributes:Discretion and confidentiality in handling sensitive information.Proactive and self-motivated with a positive attitude.Ability to work independently and as part of a team.Benefits:Opportunity to work in a dynamic and supportive environment.Potential for professional growth and development within the family office.