EA / Studio Manager to Eyewear Designer

Our client is a leading eyewear creative consultancy in the luxury market.  The Studio is in Shoreditch but the Principal is based in Ibiza and is sometimes only in London once per month and therefore relies on a structure to support good practice and clean operations that are based on systems and process.  Her organization needs to be efficient, effective with up to date processes that reflect the business at any time – whether that is financial positions such as the Profit and Loss, Sample and Studio management, scheduling, meeting agendas /  minutes, travel arrangements etc. The creative team set up is more like an agency with sub-contractors and not employees. The EA / Studio Manager will be working from the shared Studio space with a couple of other creative businesses and alongside the company’s Assistant Designer.  There is occasional travel twice a year to the trade shows in Milan and Paris.

The successful candidate will be experienced working in a similar environment, be self-motivated and able to work autonomously. 

Hours:                  10am – 6pm Monday to Friday but on the ball out of office hours

Location:              Shoreditch

Salary:                  £30k - £40k+ dependent upon experience

Start Date:            ASAP

Interviewing:        22^nd – 26^th May

Responsibilities include, but not limited to:

Team management

• Scheduling tasks and assigning projects for team under direction from The Client
• Following all projects and managing the workflow

Diary Management

• Managing the Client’s diary
• Scheduling meetings with clients and suppliers

Travel

• Making team’s travel arrangements - booking hotels, flights, taxis, etc. as required.
• Organising bi-annual trips to Milan and Paris trade shows and setting up daily schedules inc. all meetings with clients and suppliers, and lunches / dinners for the team and clients
• Booking restaurants and meeting rooms for meetings and events

Bookkeeping

• Recording purchases
• Raising sales invoices
• Re-billing clients for expenses
• Reviewing and paying invoices
• Chasing payments
• Cooperating with an external bookkeeping company for successful monthly bank reconciliations and quarterly VAT return

Office management

• Managing all IT systems and platforms for team work (Box, Asana, emails, calendars)
• Keeping and filling all company’s information (files, documents, archives)
• Purchasing office supplies, stationery and IT equipment

General Management

• Overseeing day-to-day operations of the business
• Planning and forecasting business finance and managing P&L in collaboration with accountants and book-keepers
• Communicating and discussing P&L with the Client to ensure it’s as budgeted
• Overseeing payroll (overtime pay, quarterly tax payments) in collaboration with Payroll team
• Analysing expenses and workflow per project
• Team management
• Searching for freelancers and staffing on demand (design, admin, etc)
• Proof-reading clients’ contracts, giving feedback for re-negotiation and advising The Client
• Calculating fees for potential clients

Project management

• Creating and managing projects’ budgets and critical paths
• Managing material and colour development in collaboration with factories
• Risk management i.e. deadlines, budgets, extra workload etc. and advising the Client and team

Personal Assisting

• Managing property in London (dealing with estate agents, solicitor, tenants, Airbnb, builders, etc.)
• Purchasing and returning personal shopping
• Managing the Client’s personal diary
• Helping with personal travel arrangements
• Visa and passport arrangements
• Providing support and compiling the Client’s personal cash flow when requested

Candidates must be / have:

• Worked as an administrative role and has at least 5 years’ experience in a similar role
• Clear thinking, holder of information
• Fast to act
• Self-motivated
• Financially and numbers minded
• Highly organized
• Strong attention to detail
• Strong communication skills
• Proactive / thinks ahead
• Show initiative
• Ability to work under pressure
• Calm temperament
• Nurturing
• Mature