Executive Assistant/Operations Manager

Executive Assistant/Operations Manager

Chelsea (full time in office)

9:00-6:00 (slight flexibility)

Permanent, full time

Job Summary

This role provides comprehensive support to the Directors while ensuring the efficient running of business operations. The role combines Executive Assistant duties with business administration, HR coordination, operational oversight, marketing support, and event management. It requires strong organisational skills, self-sufficiency, proactive thinking, and the ability to anticipate needs. Success in this role is measured by the ability to deliver reliable operational support, maintain deadlines, enable the Director's effectiveness, and contribute to the overall growth and performance of the business.

Key Responsibilities

Director Support / Assistant Duties

• Manage the Directors' diaries, including scheduling, rescheduling, communicating changes, and managing access to the Founder/Creative Director.
• Coordinate travel, visas, and accommodation.
• Hold regular diary and departmental reviews to anticipate priorities.
• Concisely clarify and action directives and tasks accurately, effectively, and in a timely manner.
• Track upcoming deadlines and priorities, ensuring relevant information, materials, and preparations are in place for meetings and critical tasks.
• Provide daily and weekly updates on progress and priorities.
• All written and verbal communication must be concise, articulate, and grammatically correct.
• Represent the Director with internal and external stakeholders.

New Business & Clients

• Carry out client-facing activities with professionalism and common-sense.
• Manage the "info" inbox, flagging and responding to business enquiries in a timely manner.
• Support client relationship management and communications.
• Ensure new business calls are set up, follow-up information prepared and issued.
• Prepare pitch proposals on time for presentation/issuing.
• Assist with networking activities and business development.
• Maintain client and new business logs and reports.

Business Administration

• Ensure smooth day-to-day business administration.
• Prepare minutes, reports, documents, and presentations for leadership.
• Monitor budgets and financial administration relevant to the role.
• Act as first point of contact for IT and systems issues.
• Ensure compliance with policies, procedures, and regulations.

Operational Duties

• Oversee smooth running of the office, including presentation for client visits.
• Support the Operations Assistant in managing cleaners, repairs, and facilities.
• Main contact for building management.
• Implement and maintain office policies and compliance.
• Provide regular operational updates to leadership.

HR & Team Support

• Act as day-to-day onsite HR contact.
• Liaise with external HR partner.
• Coordinate recruitment, onboarding, and induction.
• Maintain employee records and absence tracking.
• Support performance management and training needs.
• Promote and manage culture initiatives and wellness programme.

PR & Marketing

• Act as liaison with PR agency.
• Maintain and coordinate marketing calendar.
• Oversee digital marketing and newsletters.
• Draft copy for internal and external communications.
• Ensure consistent brand application.
• Support campaign planning and reporting.
• Manage gifting initiatives.
• Manage website content and liaise with external developers.

Events

• Plan and deliver company events and networking functions.
• Manage logistics, suppliers, budgets, and guest management.
• Align events with PR and marketing campaigns.
• Provide on-site event management and troubleshooting.
• Conduct post-event reviews and reporting.

Attributes, Skills, and Experience

• Experience in a comparable role (ideally luxury/interior design or adjacent industry).
• Proven experience in operations, executive support, or business administration.
• Self-starter with initiative and independence.
• Strong organisational and project management skills.
• Ability to stay calm and positive under pressure.
• High professional image and presentation.
• Discretion with confidential information.
• Excellent English communication skills (verbal and written).
• Pragmatic and flexible.
• Strong IT literacy (Word, Excel, business systems).
• UK driver's licence.

Core Competencies

• Organisation & Execution - Prioritisation, planning, delivery.
• Communication - Clear, professional, adaptable.
• Problem-Solving & Decision-Making - Anticipate challenges, propose solutions, sound judgments.
• Relationship Management - Build trusted relationships with Director, team, clients, partners.
• Leadership & People Support - Guidance, positive culture.
• Innovation & Adaptability - Creativity in marketing/events, flexibility in change.
• Commercial & Client Awareness - Understand priorities, client needs, growth opportunities.
• Accountability & Ownership - Full responsibility, proactive work style.

Adecco acts as an employment agency for permanent recruitment and an employment business for the supply of temporary workers. The Adecco Group UK & Ireland is an Equal Opportunities Employer.

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