Executive Assistant @MR PORTER in London

MR PORTER is the men’s luxury style destination. Since 2011, it has offered customers a curated assortment of fashion, fine watches, grooming and lifestyle products from the world’s most coveted designers. It delivers exceptional quality with private label, Mr P., and market-leading exclusive capsule collaborations with brand partners. MR PORTER creates unique experiences for its EIPs (Extremely Important People), with first access to products, a dedicated personal shopper and invitation-only benefits. Through content across all its platforms, it provides expert styling advice, immersive storytelling, and profiles inspiring men, places and products. Consciously Crafted, its responsible product curation, supports customers to shop with a focus on conscious consumerism. MR PORTER Health In Mind, its long-standing initiative in partnership with Movember, raises awareness of men’s mental and physical health. MR PORTER is part of LuxExperience, the leading digital, multi-brand luxury group.

MR PORTER are now seeking a talented Executive Assistant to the CEO, Toby. In this role, you will serve as the primary point of contact and an essential gatekeeper for all matters relating to the CEO and as the cultural heartbeat of the MR PORTER team, whilst also providing ad hoc support to the Leadership Team. The ideal candidate is a master of logistics, an exceptional communicator, and a discrete professional who thrives in a fast-paced environment. You won't just manage a calendar; you will help maximize the CEO’s time, anticipate needs before they arise, and act as a force multiplier for our leadership team. If you enjoy cultivating a vibrant workplace culture, this role is for you.

Some of the essentials for you to know are:

• Location: Our Westfield office in London

Besides a competitive salary, we can offer you:

• A pension that both you and the company contribute to
• A portal with an array of discounts on things like theme park and cinema tickets
• Our famous staff discount along with exclusive staff sales
• Private healthcare for you and your family
• Flexible working
• A chance to be part of a fun and caring team that support each other

Here is a breakdown of what you’ll be doing:

• Calendar & Schedule Management: Manage an extremely active calendar of appointments. Ensure the CEO’s schedule is optimized, balanced, and aligned with company priorities.
• Meeting Preparation: Ensure the CEO is fully prepared for all meetings by gathering agendas, briefing notes, and background research in advance. Attend key meetings to take minutes and track action items. Be aware of team and business critical deadlines, liaising with the wider team to ensure these are met in a timely manner. Ensure preparation time for meetings is mapped out with the Executive Committee Management Assistants to ensure the process is smooth and seamless.
• Travel & Logistics: Coordinate complex, detailed domestic and international travel itineraries for the CEO, including flights, accommodations, visas, expenses and ground transportation. Seamlessly manage overlapping travel logistics, itineraries and bookings for the Leadership Team when travelling with the CEO.
• Confidentiality & Discretion: Handle sensitive corporate, financial, and personal information with the highest level of integrity and confidentiality. Maintain and manage filing systems and update records as required.
• Event Planning: Conceive, plan, and execute high-impact internal events with the HR team, including town halls, holiday parties, team-building activities and local community activities. Organize town halls, leadership meetings and key business meetings. Ad hoc support at MR PORTER Events, as required by the Events team.
• Office Management: Ensure IT and Executive IT support on hand to assist the CEO. Greet guests and take care of their needs whilst in the MR PORTER office, in collaboration with Facilities. Set up meeting rooms ensuring appropriate equipment is available. Spearhead MR PORTER culture in Westfield, in partnership with HR and Team, ensuring the team has the environment, tools and positive atmosphere needed to thrive.
• Leadership Team Liaison: Act as the operational glue for the Leadership Team. Co-ordinate leadership team meetings, align agendas and ensure seamless communication across departments.

The Type of Person We Are Looking For:

• Industry Experience: Proven administrative background in the fashion or retail sector, with experience supporting Executive Director level or above.
• Discretion & Integrity: A highly professional manner with a deep appreciation for handling sensitive corporate and personal information.
• Communication Skills: Exceptional verbal and written English communication skills, paired with confidence and diplomacy when dealing with stakeholders.
• Technical & Numerical Aptitude: Advanced Google Suite proficiency combined with excellent numeracy and an eye for financial detail.
• Organization & Initiative: Highly organized and efficient, with a strong dose of common sense, proactive problem-solving, and attention to detail.
• Resilience & Attitude: A calm demeanor under pressure, a positive reaction to challenges, a great attitude, and a sense of humor.