EA & Studio Manager to Textiles Designer

Experienced PA required to run the studio of an established high-end textiles business based in Ladbroke Grove.  They specialise in the design and production of luxury hand embroidered textiles and operate under 2 brands working in both Fashion and Interiors and whose client list is split between luxury fashion houses and UHNW private clients – this is an exciting time for the company with plans to develop the Interiors brand to take it to the next level.  It a very small team and as the Principal travels extensively, your role will be vital to the operational success and efficiency of the business.  Candidates with experience of marketing will be at an advantage to help develop the website further (potentially including e-commerce), manage the social media accounts and liaise with the external PR team.  As well as the running of the office and all business support, there will also be some assistance with the Principal’s private affairs. 

Hours:                  9am – 5pm, Mon to Fri

Location:              London, W10

Salary:                  DOE

Start Date:            Early April

Interviewing:        ASAP

Responsibilities include, but not limited to:

Day-to-day tasks

• Gate keeper + 1st point of call
• Diary Management
• Occasional event management – client lunches etc.
• Manage all travel arrangements – flights, hotels, restaurants, taxis etc.
• Expenses
• Handle all telephone calls to the office
• Liaising with small internal team
• Scheduling appointments
• Updating and filing documents.
• Client management – meeting and greeting, conflicts, contracts and billing
• Collation and preparation of presentations, proposals and contracts using Word, Excel and PowerPoint
• Minute taking during meetings
• Inbox management + correspondence
• Upkeep of contact database

Follow Systems

• Purchase Orders – create and maintain
• Delivery Schedules – create and maintain
• Delivery Notes – create and maintain
• Ensure image archive adequately organized and up-to-date
• Archive, label and organize physical swatches
• Invoices – create, maintain and send to clients
• Liaise with accountant and bookkeeper
• VAT Sales List
• Pricing – create, maintain and send to clients

Logistics

• Inward from Factory:
  • Print out email with inward shipping contents
  • Prepare delivery notes for onward to delivery to clients
  • Unpack products – scan and file images
  • Quality control
  • Prepare products for delivery – Re-pack, label and dispatch
  • Prioritise deliveries
• Outward to Factory:
  • Print and sign proforma documents
  • Create delivery notes
  • Schedule collection for delivery

Candidates must be / have:

• Educated to A level or equivalent
• Excellent written and verbal communication skills, as well as highly developed organizational skills.
• Competent with Microsoft Word, Excel and PowerPoint
• Competent Mac user
• Comfortable with Gmail, Google Calendar etc
• Attention to detail and appreciative of time-sensitivity around projects and tasks
• Ability to think on one’s feet and initiative
• Interest in Fashion, Textiles and Art
• Flexible nature and understanding of entrepreneurial business persons requirements
• Ability to run an office single handedly in order for the Founder to travel and grow the business whilst out of the office.
• A person who understands and appreciates the value that such an underpinning role provides to the Company
• Well-presented
• Patient and easy-going
• Dog friendly