Executive Assistant
Job description
Original text imported from Reed
We’re recruiting for an exciting opportunity with an established London-based beauty brand. This Executive Assistant role will support the brand’s busy Director at the heart of a fast-paced, highly creative environment. Combining core EA responsibilities with exposure to a dynamic and inspiring team, this is the perfect opportunity for a hyper-organised EA looking to take the next step in their career.
EXECUTIVE ASSISTANT ROLE:
- Provide comprehensive administrative and diary support to the Director, ensuring schedules, priorities, and time management are effectively coordinated
- Coordinate meetings, launches, and project timelines, liaising with internal teams and external partners to ensure seamless execution
- Maintain accurate records of meetings, action points, and deadlines, ensuring timely follow-up and delivery
- Support day-to-day business administration, including contracts, invoicing, expenses, and travel coordination
- Assist across press, PR, and creative projects, managing communications with media, collaborators, and external agencies
- Manage the Director’s schedule, coordinating with agents and production teams to confirm timings, travel and assistant requirements
- Support social media activity, including drafting and scheduling content, uploading assets, monitoring engagement, maintaining organised archives, and saving creative references
- Handle ad-hoc personal tasks and errands with professionalism and discretion
- Act as the primary point of contact for the office across suppliers, contractors, couriers, and maintenance providers
- Manage office supplies across the kitchen, bathroom, and product areas, ensuring spaces remain organised, stocked, and well-maintained
- Coordinate logistics for internal meetings, visitors, and small-scale team events
- 3 years of experience as an Executive Assistant or Personal Assistant with Office Management exposure, ideally within a creative environment
- Ability to remain organised and proactive in a fast-paced and high-pressure environment
- Experience and comfort in using Google Workspace and MS Office Suite
- Ability to work independently and in a team
- High discretion and ability to remain confidential
- Flexible for out-of-hours work
At Australasian Recruitment Company we are committed to an Equal Opportunities policy and make employment decisions by matching business needs with the skills and experience of candidates, irrespective of age, disability (including hidden disabilities) gender, gender identity or gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, or sexual orientation.
Key skills
AI-extracted from the job advert
Application advice
5 AI-generated recommendations to maximise your chances.
⭐ Open your Personal Statement with your EA/PA years of experience and explicitly name the beauty or creative sector, as the advert prioritises candidates from a creative environment.
📊 Quantify your diary management scope: e.g. 'Managed complex schedules for a Director across 40+ weekly appointments, coordinating with 6 external agencies'.
🎯 Dedicate a CV skills section to Google Workspace and MS Office Suite, as these are explicitly listed as essential tools in the advert.
📱 Include a bullet on social media support — mention platforms used, volume of posts scheduled, and any engagement monitoring, as the role requires hands-on content management.
🤝 Highlight any experience liaising with press, PR agencies, or production teams, as the advert specifically calls out media and collaborator communications as a core responsibility.
Suggested CV bullets
3 bullets our AI drafted for this specific advert, mirroring its ATS keywords.
Add these 3 bullets under your most recent experience:
- •Managed end-to-end diary coordination for a Creative Director across 35+ weekly appointments, reducing scheduling conflicts by 90% through proactive use of Google Calendar and shared Drive protocols.
- •Coordinated press launch logistics for 4 product campaigns annually, liaising with 8 external PR agencies and production teams to confirm timings, assets, and travel requirements on time and within budget.
- •Administered invoicing, expenses, and supplier contracts for a 20-person creative office, processing an average of £15,000 in monthly expenditure with zero reconciliation errors over 18 months.
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Letter preview — tailored to Australasian Recruitment Company
Dear Hiring Manager,
The Executive Assistant role at Australasian Recruitment Company's client — a London-based beauty brand — aligns precisely with my background in diary management and press and PR coordination. Having supported senior directors in fast-paced creative environments, I understand the precision and discretion this position demands from day one.
My background in executive support includes managing complex multi-stakeholder schedules across Google Workspace, coordinating travel itineraries for a 12-person leadership team, and assisting with social media content scheduling across three brand channels. I have also handled invoicing, expense reconciliation, and contract administration, ensuring seamless day-to-day operations with minimal director involvement.
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Interview questions
10 questions generated from this advert.
Technical
- ›How do you use Google Workspace tools (Calendar, Drive, Docs) to manage a Director's schedule across multiple time zones?
- ›Describe your process for scheduling and archiving social media content — which tools have you used?
- ›How have you managed invoicing and expense tracking in a previous EA role, and what systems did you use?
- ›Walk us through how you coordinate complex travel itineraries, including contingency planning for last-minute changes.
- ›How do you maintain accurate records of meeting action points and ensure timely follow-up across a busy team?
Behavioural
- ›Tell me about a time you had to manage competing priorities for a senior executive at short notice — how did you handle it?
- ›Describe a situation where you handled highly confidential information. How did you ensure discretion?
- ›Give an example of when you supported a creative project or press launch — what was your role and what was the outcome?
- ›Tell me about a time you had to deal with a difficult supplier or external partner. How did you resolve the situation?
- ›Describe a moment when you had to be flexible and work outside normal hours to meet a deadline. How did you manage it?
STAR answer examples
Model answers using the Situation-Task-Action-Result framework. Adapt to your own experience.
Tell me about a time you had to manage competing priorities for a senior executive at short notice — how did you handle it?
Describe a situation where you handled highly confidential information. How did you ensure discretion?