Executive Assistant | London

at  AESOP Corporate

EXECUTIVE ASSISTANT | LONDON | FULL TIME

For over 35 years, Aesop has carefully cultivated an inspiring and inclusive environment in which our employees are supported and encouraged to thrive. As a global retail organisation, we offer professional development and advancement opportunities to complement career goals and aspirations.
Our approach to skin care involves meticulous attention to detail, using only the most efficacious ingredients to create formulations which stir the self and senses. The same meticulous approach is taken during our recruitment process, seeking out considered and inspired individuals with a wealth of perspectives who bring out the best in themselves and others.
We aim to strike the right balance between people, planet and profit, actively reducing our footprint on the planet that generously sustains us. So far, this journey has led us to become a certified B Corp. We are committed to building a more sustainable and inclusive society.

WHAT WE ARE LOOKING FOR

• Open mindset and deep curiosity seeking to understand others, listen without judgement and act on diverse perspectives
• Commitment to fostering an inclusive and psychologically safe work environment
• Experience in supporting Finance or C Suite executives will be highly regarded
• High level of integrity and discretion in handling confidential information
• Proficiency with Microsoft Office, Outlook, Word, Excel, PowerPoint & SharePoint
• Excellent communication skills, both written and verbal, with a high level of professionalism
• Highly organised and able to handle administrative details independently, while keeping stakeholders appropriately informed or engaged
• Detail orientated with a proactive and problem-solving mindset
• Discretion and confidentiality in handling sensitive information
• Resilient, diplomatic, confidential and trustworthy
• Experience of working across countries and time zones within a global organisation
• Dynamic team player who will act as a connector across the teams supported and will be keen to organise/participate in social and volunteering group activities. Outlook, Word, Excel, PowerPoint & SharePoint

This role will report into the Deputy General Manager, Integration & Business Development and Omnichannel and will provide administrative support to the UK based DMI Leaders, including Marketing Director, Communications & Social Media Director.
With a proactive attitude and exceptional organisational skills, this role is a reliable support to the DMI Leaders in key activities such as, managing tight and intricate diaries as well as complex travel itineraries. All duties performed will require considerable confidentiality, initiative and mature, independent judgement.

Role responsibilities include, but not limited to –

• Act as a liaison between the GM, DMI Leaders and various stakeholders within Aesop and L’Oreal, both internal and external, fostering strong relationships
• Calendar management involving maintaining, prioritising and scheduling all meetings domestically and internationally including meeting room bookings and external reservations
• Managing all travel requirements for the DMI Leaders & ICT Senior Director and their direct reports including international and domestic flights, accommodation, scheduling meetings, preparing travel itineraries and managing global time zone differences
• Completing Cash Reimbursements both domestically and internationally involving currency conversions
• Process and expense code invoices for payment
• Support with Aesop hosting for key events, such as Leadership summits
• Work in collaboration with Executive Assistants to lend support as and when required
• On occasion support preparation, editing and distribution of presentations for internal and external audiences (including Board members). On a day to day basis however, this activity will sit within each of the functional DMI Leaders’ function.
• Any other duties/activities as reasonably deemed appropriate by the Deputy GM and DMI Leaders.

This is a full time position operating with a hybrid working pattern.