Executive Assistant Coordinator

About Filthy Brands

Filthy Brands is a specialist niche fragrance and beauty sales agency representing emerging brands across UK and Global luxury retail. Including Selfridges, Liberty, Harrods, Harvey Nichols, Sephora and Space NK and internationally.

The Role

We’re looking for a sharp, organised Executive Assistant Coordinator to support our Account Management, Retail and Operations teams.

This is a hands-on role at the centre of the business — you’ll be the person who keeps orders, reporting, assets and warehouse coordination running smoothly across multiple brands and retailers. It suits someone who’s happiest with a full plate, enjoys process and detail, and wants exposure to the commercial side of the fragrance and beauty industry.

Key Responsibilities

•    Pull and compile sales analytics reports from retailer portals (e.g. Sephora GAIA, Liberty, Selfridges) and internal trackers for weekly/monthly reviews

•   Complete and submit New Line Forms (NLFs) accurately and ahead of retailer deadlines, chasing brand-side product data where needed

•   Prepare, check and process order forms and purchase orders, liaising with brands and retailers to confirm quantities, pricing and delivery dates

•   Manage digital asset libraries for each brand — collecting, organising and distributing product imagery, marketing decks and campaign assets to retail partners

•   Coordinate with the warehouse on stock levels, dispatch schedules, pop-up/event stock requirements and delivery issues

•   Track PO status end-to-end (raised → confirmed → shipped → invoiced) and flag discrepancies or delays to the relevant Account Manager

•   Support store list and account mapping maintenance across brands and retailers

•   Assist with retailer onboarding admin (account setup, store training logistics, induction paperwork)

•   Diary and meeting coordination for the team — scheduling brand/retailer calls, preparing agendas and circulating notes

•   Support event and pop-up logistics — courier bookings, on-site material checklists

•   General office administration: supplier invoices, expenses processing support, filing, and maintaining shared drives/trackers

•   Ad hoc research and admin support for the wider team as priorities shift

What We’re Looking For

•   1–3 years’ experience in an admin, sales support, retail or operations coordination role (agency, beauty/fragrance or fashion background a plus, not essential)

•   Excellent Excel skills

•   Extremely organised with strong attention to detail — this role lives and dies on accuracy and deadlines

•   Confident communicator, comfortable liaising directly with retailers, brand principals and warehouse contacts

•   Able to juggle multiple brands, retailers and deadlines at once without dropping the ball

•   Proactive — flags problems early rather than letting them sit

•   Based in or able to commute to Central London; comfortable in a small, fast-moving team environment

Nice to Have

•   Familiarity with retailer portals (GAIA, WWRP, or similar NLF/order systems)

•   Experience with Canva, Dropbox/Google Drive asset management

•   An interest in fragrance, beauty or luxury retail

What We Offer

•   A front-row seat to how a niche fragrance sales agency operates day-to-day

•   Direct exposure to major UK luxury retailers and internationally recognised brands

•   A small, close-knit team where your work is visible and valued