Permanent - Executive Assistant to Managing Director & Office Manager

Permanent - Executive Assistant to Managing Director & Office Manager

MAIN PURPOSE
Reporting to the Managing Director of Herms Middle East, the PA to the Managing Director & Office Manager will provide support on administrative matters to ensure smooth running of the Managing Director's office and will contribute to the efficiency and fluidity of the business, coordinating interactions both internally and externally.

Key Responsibilities

1. Assist the Managing Director
   Manage the diary and coordinate appointments.
   Prepare meetings (files, room reservations, meals, materials).
   Book Director travel and expenses.
   Filing.
   Entering expense commitment requests, receiving them and, if necessary, checking and pre-validating invoices.
   Organising trips with clients/friends of the House.
2. Office management
   Manage the Front Desk functions ensuring both staff & visitors are supported with 5* service experience.
   Ensure office suppliers list is up to date and reviewed regularly (hotel, catering, post, couriers, chauffeurs, etc.).
   Liaise with Facilities Management to ensure high standard of building maintenance + H&S, Fire & security procedure compliancy.
   Manage travel agency - online & offline booking tools & training/support staff.
   Liaison with extra support teams for day-to-day needs (security, waitresses, cleaners).
   Regular touch bases with each department and Store Managers to ensure understanding of department calendar & requirements.
   Project work: such as office moves.
3. Events and team life
   Ad hoc or recurring organisation of events for Directors - seminars, key visits, celebrations.
   Coordinating buying trips to Paris with Retail & Retail Merchandising teams: registering guestlist, group hotel negotiation, team dinners/events.
   Develop & implement strategy for internal gatherings/togetherness moments.
   New starter onboarding (offices) - welcome moment, desk preparation & office induction.
   Internal office communications.

PROFILE:

• Proven experience as Executive Assistant (minimum 5 years) in a demanding environment.
• Organisational skills, responsiveness, ability to anticipate, attention to detail.
• Rigour in the follow-up of files, ability to manage priorities.
• Interpersonal skills: confidentiality, discretion, diplomacy, courtesy.
• Ability to react to unforeseen circumstances and malfunctions: flexibility and agility.
• Autonomy.
• Collective spirit.
• Sense of customer service.
• Leadership to interact with a variety of internal and external stakeholders.
• Good knowledge of the Office package (Excel, PowerPoint and Word).
• French speaker is a plus.