Executive Assistant (12 month FTC)

Join to apply for the Executive Assistant (12 month FTC) role at Fortnum & Mason. Our Head Office department is in the heart of Piccadilly and occupies the 5th & 6th floor of our beautiful flagship store. This central London location offers so much to explore including restaurants, bars, cultural sites, shopping and more, and only a short walk from the Green Park Tube Station and plenty of bus stops. At Fortnum & Mason, we pride ourselves on exceptional standards, timeless tradition, and a spirit of innovation. We’re seeking a highly organised, proactive, and resourceful Executive Assistant to provide outstanding support to our Chief Financial Officer and Chief Operating & Innovation Officer to cover a maternity leave position for 1 year. You’ll work hand-in-hand with the EA team, CEO and Executive Team, partnering across Finance, Legal, Property, Strategy, Logistics, Procurement, Digital Transformation, and Technology. Your role will bring you into close collaboration with Directors and Heads of Department, ensuring seamless coordination at the highest level.

Key Responsibilities

• Provide strategic administrative support to the Chief Financial Officer and Chief Operating & Innovation Officer, with a strong emphasis on dynamic diary management. This includes managing recurring internal team meetings, external client meetings, event RSVPs, reservations, meeting room bookings and occasional personal admin as required.
• Monitor and manage multiple Outlook inboxes with precision, ensuring timely flagging, prioritisation, and delegation of tasks to relevant departments.
• Coordinate weekly Executive Team meetings, preparing agendas, arranging guest speakers, and capturing actionable outcomes - attending 1 in 3.
• Prepare high-quality materials and presentations for Strategy Days, team meetings, and Board sessions, ensuring executives are consistently equipped and ready.
• Plan and assist with organisation of quarterly team offsites, attending as needed and coordinating follow-up actions to drive outcomes.
• Review and format monthly PLC Board reports, liaising with stakeholders to ensure consistency, accuracy, and timely submission.
• Assist with legal and financial documentation, including preparation, execution, witnessing signatures, secure filing, and tracking deadlines to ensure compliance.
• Key player in organising internal and external events, including the annual staff party. Responsibilities include sending invitations, managing RSVPs, compiling guest lists, and curating regular social activities to foster team engagement.
• Arrange complex UK and international travel itineraries, covering air, rail, accommodation, car hire, and visas.
• Manage travel approvals across the business, ensuring adherence to our travel expenses policy.
• Process and oversee sales orders via D365, supporting both Executive Team members and replenishment orders required for the Executive offices.
• Reconcile expenses, including monthly F&M account card statements, company credit card transactions, and both GBP and foreign currency expenses.
• Act as a key liaison with membership organisations, institutions, charities, and external partners with whom Fortnum & Mason maintains relationships.
• Ensure seamless operation of the Executive Office, providing admin cover and collaborative support to fellow EAs when required.

Key Skills / Experience

• Proven track record as an Executive Assistant, supporting senior leaders in a dynamic, fast-paced environment.
• Resilient and composed, with a positive outlook and the ability to remain calm under pressure while managing shifting priorities.
• Confident in engaging with senior stakeholders and collaborating across all levels of the business.
• Digitally fluent, with strong Microsoft Office skills (Outlook, Word, Excel, PowerPoint) and the ability to quickly master new platforms such as D365, Oracle.
• Forward-thinking adopter of technology, particularly AI, to drive smarter, more efficient ways of working.
• Articulate, with advanced writing skills that ensure clarity, precision, and attention to detail in all communications.
• Discreet and professional, consistently handling sensitive information with the highest level of confidentiality.
• Highly organised and two steps ahead, with strong time-management skills to ensure Executive diaries and priorities run seamlessly.
• Strategic thinker with initiative, able to anticipate needs and work independently or as part of a team.
• Authentic brand ambassador, with a genuine passion for Fortnum & Mason, its products and its values.

Why Work For Us:

• A generous store and restaurant discount of up to 40%
• 25 days holidays (excluded bank holidays) and an extra day off for your birthday
• A fantastic subsidised staff restaurant which uses Fortnum’s ingredients
• A range of opportunities to develop and grow personally and professionally

We are committed to developing your career and nurturing your talent, regardless of age; disability; gender reassignment; marriage and civil partnership; pregnancy and maternity; race; religion or belief; sex; sexual orientation. We respect and embrace each other's differences, to create a truly inclusive environment.