Executive Assistant and Office Co-Ordinator

Position Title: Executive Assistant and Office Co-Ordinator

Location: Wimbledon, London

Reports to: General Manager UK&I

Direct Reports: N/A

Scope / Brands: Market UK&I

ABOUT THE WELLA COMPANY

Together, WE enable individuals to look, feel, and be their true selves.

Wella Company is one of the world’s leading beauty companies, comprised of a family of iconic brands such as Wella Professionals, Clairol, OPI, Nioxin and ghd. With 6,000 employees globally, presence in over 100 countries, Wella Company and its brands enable consumers to look, feel, and be their true selves. As innovators in the hair and nail industry, Wella Company empowers its people to delight consumers, inspire beauty professionals, engage communities, and deliver sustainable growth to its stakeholders. For additional information about the Wella Company please visit www.wellacompany.com.

Are you looking for your next career step that is exciting, varied & enables you to be part of a close working team? Perhaps you are ready to elevate by working with senior stakeholders and to be an integral part of our business? If so, then this is the opportunity for you.

This is a fantastic role, in which you will work closely alongside the UK&I General Manager and Lead Team in supporting them in their professional daily work. More than that, you will be a key member of this extended team. The role is critical to living our company values of connectedness and collaboration, representing the GM and Lead Team, while influencing our company culture and employee engagement.

It is a unique opportunity that places you at the heart of our business. As the Executive Assistant you will primarily support the General Manager, as well as provide ad-hoc assistance to the Leadership Team with professional administrative support, coordination and stakeholder management. You will be responsible for supporting the Facilities Coordinator to ensure all aspects of office management for Wimbledon HQ are well run, maintained, safe, healthy and an engaging place to work. The role is based in Wimbledon and reports to the General Manager.

KEY RESPONSIBILITIES

Executive Assistance:

· General administrative support for the GM, including diary & expense management, travel arrangements, expense submissions, liaising with stakeholders, (incl. Global, Regional and external partners), email communications and representative tasks.

· Communication on behalf of GM and LT (Leadership Team) with local business, customers, global and regional stakeholders

· Coordination of meetings, agendas and when needed manage diaries of GM and the LT, supporting the finalization of PowerPoint presentations and booking of venues

· Hosting international guests including Board Members and VPs, ensuring office preparedness, meeting rooms, hotel bookings and restaurants, being available to support as needed.

· Expense management for GM and the LT (as required), supporting IT issues and support tasks related to onboarding for direct report of LT

· Managing all travel arrangements for GM and LT including booking hotels and managing visas when needed.

· Act as the single point of contact for the UK&I GM & Lead Team within our own market where a close connection to the UK&I teams and locations is expected

· Ability to maintain high levels of confidentiality of sensitive information relating to the company and its employees

Office Management:

· Providing general office management support to the Wimbledon offices in collaboration with the Facilities Coordinator (the lead on Facilities Management)

· Managing relevant meetings and trainings includes scheduling, booking rooms, preparing meeting rooms and organizing refreshments/food as needed

· Managing a professional relationship with the St. George’s Building reception staff especially when receiving internal and external guests when needed

· Parking management – ensure parking policy implemented and communicated to employees

· Managing any support tasks related to the office – e.g. employee office events

· Raising purchase orders and setting up new suppliers, coding invoices to the correct cost centre

· Optional: to act as an onsite First Aider for Wimbledon offices (training to be provided)

Employee Engagement:

· Alongside, HR and our company engagement representatives, play an active role on the WeEngage Engagement Forum by assisting and supporting the team with coordinating the engagement calendar & employee engagement activities

· Communicating to employees in a fun, connected and engaging manner

Projects:

· Organization of meetings, conferences, events which may include coordinating with the in-house events team on special initiatives e.g. annual company conference

· Assisting in any other project work as required

QUALIFICATIONS

Essential:

· Tertiary education qualification

· Minimum of 5+ year working in a corporate environment, FMCG or similar

· Excellent written and verbal communication skills

· Strong previous experience in a coordination role essential

· Executive maturity, confidentiality and professional discretion are critical

· Excellent skills in Word, Excel and PowerPoint

· Ability to manage multiple priorities with strong attention to detail to all

· Pragmatic approach, has a can-do attitude and responds with urgency

· Calm under pressure, able to navigate problems to get to outcomes

· Shows a strong sense of proactivity, individual accountability and able to work with autonomy and with own initiative

· Ability to work flexibly in a fast-paced environment

· Ability to work under pressure and deadlines and juggle conflicting priorities

· Level of flexibility to ways of working and approach to the role

Desirable:

· Experienced in dealing with senior executives and prior project coordination

· Experience of working for multiple managers an advantage

· Experience in office management

· Experience in facilities management

EEO OPPORTUNITIES

We offer equal employment opportunity to qualified individuals without regard to race, religion, color, national origin, age, gender, disability, sexual orientation, gender identity, gender expression, marital status, veteran status, or any other characteristic protected by law. Wella Company with federal and state disability laws and makes reasonable accommodations for applicants and employees with disabilities. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact us at: https://www.wellacompany.com/consumer-affairs

We strongly believe that cultivating a diverse workplace gives a company strength. The combination of unique skills, abilities, experiences and backgrounds creates an environment that produces extraordinary results. EOE Minorities/Females/Protected Veterans/Disabled. English - Please click on this link to review the Notification of Equal Opportunity Rights poster Español - Por favor, haga un clic en el enlace para revisar elde la Ley de los Derechos de Igualdad de Empleo