Executive / Administrative Assistant to CEO & Founder

Location

Belgravia, Greater London | United Kingdom

Job description

EVARAE is looking for a sharp, confident, highly driven Executive / Administrative Assistant to CEO & Founder who is eager to grow with the company.

We are flexible to 3-5 days per week, Monday to Friday.   This position is not a creative role.

The Role

Daily/Weekly/Quarterly:

• Working closely with our CEO by providing general personal & executive administrational support
• General office & showroom organisation
• Answering the office phone & re-directing requests to relevant team members
• Managing and reviewing filing and office systems
• Checking invoices, raising invoices, checking and making payments for the company 
• Assisting in accounting tasks and general bookkeeping, providing invoices to our accountants weekly for our bookkeeping and quarterly VAT returns.
• Reconciling receipts/Invoices with Hubdoc/Xero
• Assisting in the organisation of showroom appointments, meetings & diary requests.
• Sending calendar invites to the team
• Monitoring/Checking international DHL invoicing for e-commerce shipments to make sure we are being charged correctly, raising any customs disputes, and dealing with wholesale invoices and shipments leaving. Creating invoices to be checked by the founder. 
• Assisting in the streamlining of company processes and administration as we continue to grow and expand as a business.
• Attending all meetings with our CEO, keeping notes, assisting in actioning time important matters across the company.
• Reading over contracts & filing applications
• Calling on behalf of the company to the bank, HMRC, council, landlords, paying billls. 

Seasonal:

• Assisting in the organisation of fashion shoots, castings, bookings with model agencies & photographers, and reviewing contracts. 
• Preparing paperwork, visa applications, and insurance applications for shoots or trade shows
• Booking of travel, hotels, flights, and Shoot Permits for our campaigns and trade shows, ensuring correct visas and permits have been obtained.
• Making sure key dates are in the diary for the team.
• Raising invoices with suppliers and cross-checking prices across production orders
• Working with DHL on shipment issues, Brexit-related enquiries and the streamlining of our shipping processes.

Requirements:

• At least 2 years' Personal/Executive/Administrative experience
• Highly organised with first-class written & spoken grammar
• Excellent Excel skills
• A numerical way of thinking, keen problem solver & ability to think on one's feet
• Experience in running a company diary & booking travel
• Excellent eye for detail, absorbs information in a fast-paced environment, ability to pick up tasks very quickly.
• Retains task information well from season to season
• Self-motivated and able to work off initiative

Beneficial:

• Expertise in XERO, VAT rules by country, and knowledge of duty and tax regulations. 
• General bookkeeping
• AAT Level 4 

Application

Please apply with a CV and cover letter via the application form.  Please make sure you advise available hours in the application, as well as relevant experience to the role and where you are based.   

Only successful applicants will be contacted.

Job tags

Salary