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

Role 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
• Lead and coordinate special projects as required.
• Organise leadership meetings, offsites, town halls and key business events, summer parties.
• Track deliverables, deadlines and business objectives.
• Support preparation of presentations, reports and executive communications.
• 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 multip…