Team Assistant

The Role: Reporting to the Head of Design, this role provides proactive administrative and operational support to both the Head of Design and the wider team, helping to ensure the smooth day-to-day running of the office. Responsibilities include maintaining organised and welcoming shared spaces, managing office supplies and inventory, preparing the showroom for meetings, presentations and product reviews, coordinating incoming post, deliveries and domestic and international DHL shipments, and organising team socials, office celebrations and birthday gifts. The role requires excellent organisational skills, attention to detail and a collaborative approach to creating an efficient, well-managed and positive working environment. Key Responsibilities: Finance - Liaise with Finance and Legal teams to onboard new suppliers, complete documentation and secure required approvals. - Raise purchase orders, manage supplier payments and resolve invoice or payment queries. - Produce budget reports, monitor projected annual spend and maintain accurate financial records. - Manage expenses and receipt logging across five corporate credit cards on Navan platform, ensuring receipts are logged and submitted weekly in line with company policy. Samples - Purchase product samples and manage the end-to-end process, including ordering, receiving, storing, digitally logging and tracking inventory. - Maintain accurate sample records, ensuring products are organised, accessible and accounted for across the office and showroom. - Coordinate the monthly Fitness Friday programme, including scheduling wearer trials, booking participants and organising relevant product styles. Administration - Provide proactive administrative and operational support to the wider team, ensuring the department runs efficiently. - Take minutes at Critical Path meetings, record key discussion points and circulate actions and follow-ups. - Maintain organised digital filing systems within Dropbox, ensuring documents are stored consistently and remain easily accessible. - Manage team absences within the shared calendar. - Coordinate internal and external meetings, including invitations, diary management and meeting room bookings. - Organise domestic and international travel for senior staff members and external freelance workers on Navan platform - including transport, accommodation and relevant travel documentation. - Coordinate the onboarding of new team members, including IT equipment, system access and office and building introductions. - Prepare documentation, presentations, reports and other materials for internal and external meetings. - Organise and coordinate the shipment of stock to Warehouse & Head Office via courier. Other - Use Microsoft Word, Excel, PowerPoint, Monday.com, Canva and Dropbox to support reporting, administration and team operations. - Handle confidential and commercially sensitive information with discretion and professionalism. - Proactively identify and implement improvements to administrative processes, team organisation and ways of working. - Proven and demonstrated experience as an EA or PA within a fast-paced environment (ideally in Fashion industry). - A high degree of organisational skills, a multi-tasker with excellent attention to detail and an ability to plan and prioritise changing workloads. - Brings a high level of flexibility and can swiftly adapt to different working styles and business situations. - Strong business sense when arrangements and plans need to pivot, and act quickly to make sure alternative solutions are in place. - Absolute discretion and trustworthy with confidential information, the strictest respect for confidentiality over any information exposed. - A highly proactive approach, the perception to instigate improvements and initiative to follow through. - Very tech savvy and fully conversant with Microsoft office and the in-house packages and procedures. - Experience working with budgeting and raising of purchase orders. - Familiar with Dropbox, Canva, Monday.com & Navan is a bonus.