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 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.

Qualifications :

• 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 & Navan is a bonus.

Additional Information :

Along with your benefits package we also offer a wide range of perks for our colleagues: 

Frasers Champion - Our employees are at the heart of our business and we ensure individuals are recognised every single month for their hard work. Frasers Champion is a peer nominated scheme where 8 winners will receive double their pay for a month where they have lived the Frasers Group values.  

Retail Reconnect -In order to build the planets most admired and compelling brand ecosystem all employees must understand our business product and customers. Each financial year head office employees will gain insights by spending one to two days in one of our stores or the warehouse. The goal is to learn how the work you do impacts our teams on the frontline and to bring ideas back to the office which will improve how we work. 

Fearless 1200 - Fearless 1200 is our way of recognising our growth. Its bold ambitious and designed to reward colleagues across the business for living our values and delivering impact. Fearless 1200 links how we perform to how were rewarded check out the video link to find out more -  Welfare 

Frasers Fit- Our Everlast Gyms Team are on a mission to make our workforce the best and fittest on the planet! We run free gym classes for employees as well as discounted memberships to our clubs. Frasers Fit is our wellbeing programme which aims to support and improve colleagues Physical Financial & Mental wellbeing. The app is accessible for every employee and includes training nutrition and lifestyle advice- all completely free. 

Retail Trust- We know that its not just about physical health mental wellness is equally important which is why all of our employees get free access and support from the Retail Trust charity. This includes a 24 hour wellbeing helpline wellness hub counselling and financial/legal support. 

Whats next 

Our Recruitment Team will be reviewing applications and all candidates will receive a response whether you are successful or unsuccessful. Shortlisted applicants may be asked to confirm a few key details before being booked in for a first stage interview with the Recruiter - this will be behaviourally focussed and centred around how you align with our Culture and Values. If successful we anticipate one or two further interview stages with the Hiring Manager/wider team which will be more technically focussed and could include a presentation/task so we can see your skills in action. 

Remote Work :

No

Employment Type :

Full-time