Executive Assistant

Responsibilities:

Executive & Calendar Management:

• Manage the CEO's calendar, appointments, meetings, calls, fittings, travel, events, and business/personal commitments.
• Coordinate meetings with clients, partners, consultants, suppliers, staff, and external stakeholders.
• Prepare meeting briefs, agendas, presentations, and supporting documents.
• Track deadlines, action points, approvals, and follow-ups to ensure timely execution.
• Send reminders and proactively manage competing priorities to minimise scheduling conflicts.
• Assist in planning the CEO's weekly and monthly priorities.
• Prepare reports, meeting minutes, presentations, trackers, and executive summaries.
• Manage correspondence, document preparation, printing, scanning, filing, and record-keeping.
• Maintain confidentiality while handling sensitive business and personal information.
• Ensure smooth day-to-day administrative operations within the Executive Office.
• Serve as a professional point of contact between the CEO and clients, corporate partners, consultants, suppliers, agencies, and key stakeholders.
• Build and maintain strong relationships with strategic partners and external service providers.
• Coordinate communications, meetings, follow-ups, and partnership activities.
• Ensure external stakeholders deliver agreed objectives within expected timelines.

Commercial & Business Development Support:

• Identify new business opportunities, partnerships, and revenue-generating initiatives.
• Support the preparation of commercial proposals, presentations, partnership decks, and business pitches.
• Assist in coordinating sales opportunities across couture, retail, wholesale, corporate, and bespoke channels.
• Track business development activities, partnership opportunities, and sales pipelines.
• Conduct market and competitor research to identify emerging trends and commercial opportunities.
• Support pricing discussions, partnership negotiations, and client engagement initiatives.

Client Experience & Brand Coordination:

• Coordinate client appointments, fittings, consultations, fashion presentations, launches, and events.
• Ensure a high standard of professionalism throughout the customer journey.
• Maintain awareness of the company's brand image and luxury service standards.
• Assist with production updates, creative meetings, collection planning, and vendor coordination where required.
• Help ensure seamless communication between clients and internal teams.

Technical & Digital Support:

• Effectively utilise Google Workspace, Microsoft Office, cloud storage, spreadsheets, calendars, task management platforms, Canva, and communication tools.
• Maintain trackers for projects, payments, contacts, partnerships, client requests, CEO priorities, and business development activities.
• Organise digital folders, files, shared drives, and documentation.
• Support presentation design, document formatting, and data management.

Project Coordination:

• Coordinate projects involving internal teams, consultants, vendors, and external partners.
• Monitor project timelines and follow up on deliverables.
• Escalate issues requiring executive attention.
• Ensure commercial and operational projects remain aligned with company objectives.

Requirements:

• Minimum of a Bachelor's degree in Business Administration, Marketing, Fashion Business, or a related field.
• Minimum of 4 years' experience as an Executive Assistant supporting a CEO or a senior executive.
• Some experience in client relationship management, business development support or stakeholder engagement is highly desirable.
• Experience within fashion, luxury retail, lifestyle, or client-focused businesses is an added advantage.
• Strong digital literacy and proficiency with modern productivity tools are essential.
• Business development and commercial awareness.
• Ability to work independently and anticipate executive needs.
• Proficiency in Microsoft Office, Google Workspace, Excel/Google Sheets, Canva, CRM platforms, and project management tools.

Key Performance Indicators (KPIs):

• Accuracy and efficiency of calendar and schedule management.
• Timeliness of follow-ups, reminders, and task execution.
• Reduction in missed meetings, delayed responses, and outstanding action items.
• Quality and organisation of executive documentation and records.
• Number of partnership opportunities identified and successfully managed.
• Client and stakeholder satisfaction.
• Revenue opportunities supported through partnerships and business development initiatives.
• Proposal and partnership conversion rates.
• Timely completion of commercial and executive projects.
• Professionalism, confidentiality, reliability, and responsiveness