Bella Freud is an international fashion brand creating collections in knitwear, tailoring and dresses, as well as  successful homeware, lifestyle and parfum collections. The brand has a stand-alone store in London’s Marylebone  and an expansive global stockist list including Matches, Net-A-Porter, Holt Renfrew and Selfridges.

Responsibilities, Tasks, Skills

As Executive Assistant and Administrator at Bella Freud, you'll take ownership of the calendar for the CEO and  Creative Director, set-up and coordinate meetings and ensure smooth running of the office. You will be expected to  work autonomously, take action on urgent priorities, and act with a high level of discretion when handling  confidential information. 

Daily Responsibilities

• PA inbox management
• Action team meeting requests. Schedule the Zoom call and ensure the team calendars are updated accordingly. 
• Diary management for Bella. 
• Diary management for Marcus. 
• Personal assistance to Bella such as Travel/ Visas/ Financial planning/ Medical/ Administration/ Gifting/ Researching and Sourcing. 
• Manage Bella’s Kensal Road Studio Enquiries/ Bookings/ Invoicing. Visit the studio ahead of bookings to  ensure everything is in order. Oversee all internal shoots taking place at the studio. 
• Act as main point of contact for suppliers for all issues relating to payment & invoicing. 
• Work closely with finance department in scanning and uploading documents to the server. 
• Be key liaison with internal team and external HR department for all HR related matters. 
• Management of Google Drive – ensuring all contracts, job descriptions, payroll data is all up to date. 
• Oversee miscellaneous calls to office. 
• Allocation of office keys to staff and management of office access. 

Weekly Responsibilities

• Organising weekly team meetings. 
• Ensure the studio is up to date with supplies, including printer paper, packaging, stationary & groceries etc. 
• Have an overview on team’s movements throughout the week – who will be in the office when etc. 
• Assist with technical support for Bella and Marcus alongside external tech support company. 
• Work closely with finance department for completion of new ecommerce compliance documentation. 
• Management of staff holidays through external booking system.
• Management of intern requests on behalf of Bella Freud. 
• Oversee the office cleaners & recycling collections. 

Monthly Responsibilities

• Collect the credit/debit card receipt from the team and submit them to the accounts department. 
• Complete the Petty Cash report for the accounts department. 
• Improve current processes and coordinate organisational procedures for optimised efficiency and  productivity. 
• Anticipate needs, provide high-level executive administrative support and project management tasks. 
• Work closely with finance department for payroll, including new starters and any furlough calculations. 
• Management of Bella Freud LinkedIn and Business of Fashion corporate pages. 
• Main point of contact for all royalty statements and licenses. Point of contact for ongoing collaborations.

Key Attributes 

• Exceptional interpersonal, verbal and written communication skills.
• Outstanding calendar management skills. 
• Used to working in fast paced environments with tight deadlines and last-minute changes.
• Excellent organizational skills with high attention to detail. 
• Interest and experience identifying and implementing processes and procedures to improve work efficiency  and productivity.
• Confidentiality, discretion and judgement. 
• Able to act as a gatekeeper while retaining goodwill.
• Proactive in suggesting ideas and solutions. 
• Mac and iPhone literate. Literate in Excel, Word & Powerpoint.

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