Executive Assistant to Managing Director (Europe) & Office Manager (12 month FTC)
Job Introduction
Executive Assistant to Managing Director (Europe) & Office Manager
Central Group Europe (CGE)
Central Group owns, operates, and develops some of Europe’s most iconic department stores, including Selfridges, Rinascente, KaDeWe and Illum.
Role Overview
The Executive Assistant (EA) & Office Manager provides high-level 1:1 support to the Managing Director (Europe) while ensuring the smooth day-to-day running of the office. This role requires exceptional organisational skills, discretion, initiative, and the ability to prioritise across multiple fast-moving workstreams. The EA acts as the primary gatekeeper for CGE, managing complex schedules, communications, travel, office operations, and confidential business matters, as well as select private duties for the Managing Director.
Key Responsibilities
Executive Support (1:1 to Managing Director – Europe)
1. Coordinate, track and provide efficient follow-up on all correspondence, meeting actions and queries requiring response.
2. Proactively manage and prioritise complex calendaring across international time zones; anticipate conflicts, create space for strategic work, and schedule with an understanding of business priorities.
3. Serve as the primary point of contact between the MD and internal/external stakeholders, ensuring seamless communication and confidentiality.
4. Prepare, proofread and format reports, presentations and documentation using advanced Microsoft Office skills.
5. Manage multiple email inboxes and calendars; act as gatekeeper by filtering requests, redirecting appropriately, and protecting the MD’s time.
6. Support internal and external meetings—agenda preparation, briefing materials, minute-taking and follow-up actions.
7. Oversee and process business expenses, invoices and credit card reconciliations.
Travel & Logistics Management
8. End-to-end coordination of international travel, including flights, hotels, ground transport, chauffeurs, car hire and visas/ESTAs.
9. Produce detailed itineraries including time zone management, restaurant bookings, event planning and client entertainment.
10. Anticipate and resolve travel changes or disruptions promptly.
Office Management
11. Oversee day-to-day office operations, ensuring a professional, organised and well-maintained environment.
12. Manage stationery, equipment procurement, office supplies, insurance and vendor relationships.
13. Coordinate internal office events, team meetings and company communications.
14. Maintain accurate data backups, filing systems and document archives.
15. Manage joiner and leaver processes, employee onboarding materials and office access.
HR & Administrative Support
16. Maintain and update employee information, records and internal policies.
17. Oversee staff holiday, sickness and absence tracking.
18. Support HR administration including contract amendments, organisational charts and recruitment logistics.
19. Assist with ad-hoc team tasks and cross-functional support as required (supporting three other team members as needed).
Private & Personal Support to the Managing Director
20. Assist with personal diary management, including family commitments and private appointments where appropriate.
21. Coordinate personal travel, holidays and restaurant reservations.
22. Organise personal events, celebrations or gifts for family, clients or key individuals.
23. Handle confidential and sensitive personal matters with the highest discretion.
24. Support with property, car and membership administration (insurance, renewals, MOTs, subscriptions, etc.).
25. Act as a trusted point of contact for the MD’s personal network as required.
Ad-Hoc Responsibilities
26. Provide flexible support across the business, stepping in wherever needed.
27. Take ownership of special projects, research tasks and operational workstreams.
28. Ensure the MD is fully supported both professionally and personally to maximise efficiency and focus.
29. Complex diary management
30. Email and inbox management
31. Proficient use of Microsoft 365
32. Minimum 5 years’ experience as an EA
Personal Attributes/Behavioural Skills
33. Positive, self‐driven and resourceful
34. Excellent problem‐solving, analytical and organisational skills
35. Sound interpersonal and communication skills
36. Excellent written and spoken English
37. Excellent attention to detail, even whilst working under pressure
38. Ability to work collaboratively across functions and comfortable working with senior stakeholders
39. Project Management skills
40. Able to adapt, change pace or direction and multi-task
41. Ability to work independently
Selfridges