Executive Assistant

Executive Assistant

Shesiedo UKI - London

WHO WE ARE

Operating in 120 countries with 42,000 employees and 70 nationalities, Shiseido offers a unique selection of Skincare, Makeup and Fragrance brands with a projected turnover over £7.0bn in 2022.
Founded in 1872 in Japan, Shiseido Group is within the Top 5 leading cosmetics companies in the world and aims to inspire a life of beauty and culture.
Through our heritage, Shiseido constantly creates high-quality, safe and innovative cosmetics and develop brands deeply loved by people from all over the world, in line with our mission:

Beauty Innovations for a Better World.

YOUR NEXT ROLE :

Executive Assistant

The Executive Assistant plays a pivotal support role within Shiseido UKI, responsible for facilitating and coordinating the administrative support directly for the UK&I Country Manager acting as the champion for all their diary management, meeting coordination and preparations, travel arrangements and itineraries.
You will also play a leading role in supporting up to 2 other leadership team members as/when they require support with diary management and or retail partner meeting preparations.
You will work closely with the HR Team, supporting wider office EDI events and activities, liaising with the Office & Facilities Manager and Reception team.
This is not a traditional administrative role. We are looking for an ambitious, proactive and highly organised professional who acts as a true business partner, helping senior leaders maximise their effectiveness, drive priorities and stay focused on what matters most.

This is a permanent position, based in our fabulous UK Head office where you are expected to work in a hybrid approach, 60% of your time typically spend in the office and the rest remotely – however this will naturally flex depending on your stakeholders’ presence.

YOUR RESPONSIBILITIES

As the EA, every day will be diverse. This role requires an autonomous operator who can always balance the needs of the Country Manager as a priority for operational execution. You will foster
strong cross-functional collaborations with the HR Team as well as the wider EA community within our EMEA Regional HQ. This role will focus on:

- Providing high quality, timely and pro-active support to the Country General Manager, managing daily schedule, meetings, calls, travel arrangements and itineraries.
- Support with the Country General Manager’s presentations, and reports including liaison with individuals/teams to gather and collate information.
- Anticipate challenges, identify opportunities and propose solutions before issues arise.
- Act as a key point of contact between the executive and internal and external stakeholders.
- Support the Retail & Commercial Director / Finance Director with retail partner meeting arrangements as and when is required
- Facilitate communication across functions and support alignment on key initiatives.
- Work closely with the People and Payroll team for employee led activities as well as office support
- Manage the scheduling and logistics of large scale meetings/seminars/conferences.
- Prepare executives for meetings through briefing materials, research, agendas and follow-up actions.
- Manage confidential and sensitive information with discretion and professionalism.
- Coordinate domestic and international travel arrangements, including detailed itineraries and contingency planning.
- Manage confidential and sensitive information with discretion and professionalism.
- Coordinate new starter welcome and induction programmes for the country manager
- Managing and motivating the team to ensure good office standards and culture.
- Project & Operational Support

o Lead and coordinate special projects as required.
o Organise leadership meetings, offsites, town halls and key business events, summer parties.
o Track deliverables, deadlines and business objectives.
o Support preparation of presentations, reports and executive communications.
o General office coordination support as requested by leadership of the Office & Facilities Manager (within HR)

YOUR BACKGROUND

We value diversity and creativity in all that we do. Your suitability will come through arrange of
experiences and backgrounds. Specifically, we encourage experiences from the below:

- Experience supporting senior executives in a complex, fast-paced environment.
- Proven ability to manage multiple competing priorities with minimal supervision.
- Strong project management and organisational skills

WHO YOU ARE
- You are intellectually curious, commercially aware and relentlessly focused on delivering excellence
- You will anticipate needs before they arise, manage complex priorities with confidence and build strong relationships across the business and externally.
- Ambitious and eager to grow beyond a traditional Executive Assistant role.
- Curious, resourceful and continuously looking for ways to improve processes.
- Confident, resilient and adaptable.
- Positive, energetic and solutions-oriented.
- Takes ownership and accountability for outcomes.
- Passionate about delivering an exceptional experience for stakeholders.

OUR VALUES THINK BIG | TAKE RISKS | HANDS ON | COLLABORATE | BE OPEN | ACT WITH INTEGITY | BE ACCOUNTABLE | APPLAUD SUCCESS

- Experience interacting with senior leadership teams and external stakeholders.
- Excellent written and verbal communication skills
- Highly proactive with a "see it, solve it" mindset.
- Exceptional attention to detail and commitment to quality.
- Strong business judgment and problem-solving capability.
- Ability to influence and build credibility across all levels of an organisation.
- Calm under pressure with outstanding prioritisation skills.
- Advanced Microsoft Office and collaboration tools proficiency.
- High level of discretion, integrity and professionalism.

WHAT SUCCESS LOOKS LIKE

In this role, you will:

• Consistently stay ahead of executive needs rather than reacting to them.
• Create efficiency and structure in a fast-moving environment.
• Be recognised as a trusted partner to senior leadership.
• Drive execution of priorities and help the organisation operate more effectively.
• Demonstrate the potential to grow into broader business, operations or leadership
responsibilities over time.

BENEFITS YOU’LL LOVE
The pay range for this position is set at c.£50,000 dependant on experience.
Generous product allocation & discount to spend on our gorgeous products!
Supporting the delicate work/life balance with enhanced time off through 26 days holiday + bank holidays + your birthday day off + time off for when you get married or move house PLUS enhanced parental allowance for those big life moments and the chance to buy more through
our holiday buy scheme

Plan for your future with our enhanced pension offering.We operate an annual bonus scheme, based on personal development plans and business performance. Flexible Fridays, so you can focus on what is important to you : Flexible & hybrid work patterns to suit all backgrounds with 60% of your time being in the office. Wellbeing programmes including mental health first aiders, free counselling, access to digital GP’s. Financial support via exclusive retail discounts. Employee Assistance Programme via Wisdom – health and wellbeing, financial support at your fingertips.
Monthly access to L&D opportunities to help your continuous development

 
INCLUSION HEROS

Together, we can build a vibrant and dynamic team that reflects the diverse world we serve. We are committed to fostering an inclusive and diverse workplace where all employees feel valued, respected, and empowered. We believe that a diverse workforce enhances our creativity, innovation, and overall success. We welcome applications from individuals of all backgrounds, regardless of race, ethnicity, gender, age, sexual
orientation, disability or religion and are proud to promote a culture which supports and appreciates people from all backgrounds. We are always open to flexible working, part time arrangements and any adjustments which you might need to get the best experience whilst at work. We are dedicated to providing equal employment opportunities and ensuring that our hiring practices reflect
our commitment to diversity and inclusion. We are proud to be recognised as a disability confident employer and have a number of internal employee forums which promote advocacy for our teams. If you need any support or adjustments during your interview or application, please get in touch with us