Tom Ford, Le Labo, Frederic Malle & Kilian - Brand Coordinator and Personal Assistant to VP/GM

Tom Ford & Luxury fragrances cluster
Brand Coordinator

An exciting opportunity has arisen for an exceptional and experienced Personal Assistant to support our Vice President General Manager and the headoffice team of Tom Ford and other luxury fragrance Brands (Le Labo, Balmain, Frederic Malle, Kilian Paris) UK & Ireland; based at One Fitzroy, London.

Position Overview
Be a "right hand" proactive PA, assessing the VPGM's needs and requirements by understanding business priorities and relationships.
Be the Brand contact point and ambassador for all brands for internal and external business matters
Support the marketing team by owning some key duties

VP GM support (50%of the time)

• Effectively manage administrative and secretarial support to VP GM and ensuring the efficient running of the VPGM's and Brand office.
• Efficient calendar management, including meeting prioritisation, conflict resolution and room bookings.
• Responding to all emails, letters and incoming calls in a courteous and effective manner, reflecting the luxury positioning of the brands
• Controlling emails and invitations; ensuring the VPGM is aware of urgent matters at all times.
• Manage confidential and sensitive information appropriately.
• 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
• Chair management meetings, documenting the notes and following up on actions required.
• Work closely with all global PAs and key stakeholders in global teams (New York and Paris based)
• Organising and coordinating International visitors visits

• Coordination of retailer strategy meetings and special projects
• Coordination of monthly team meetings
• Coordination of status updates and internal/external business reviews
• Organising stores visits
• Creating and maintaining efficient filing systems on Teams
• Office management (Stock orders, stationary, printed materials)
• Providing IT support and raising calls with IT support team

• From given brief, create conference theme and propose options to the leadership team (venue, agenda, content, activities). On approval, organise and execute to high standard within budget.
• Collating PowerPoint presentations for Conferences and VIP visits
• Assisting Global office with Roundtable meetings as required
• Collaboratively working together with other GM's PAs for ELC events
• Raise and monitor PO's as required in a timely and accurate manner
• Preparing inductions and 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 matters for the Brands Teams

• Own testers, samples and collaterals allocations for Tom Ford and Balmain: providing accurate proposals to marketing and sales team and on approval, processing orders to deliver on time to on counter date
• Be the point of contact to process orders from the field and deliver on time

• Understanding of business/ luxury or beauty sector
• Agile working style with superb interpersonal and communication skills
• Ability to work under pressure and prioritising
• Excellent time management and organisation skills
• Strong Microsoft Office Skills (Advanced Word, Excel & PowerPoint)
• Experience in event coordination
• Must enjoy working in a team environment