Something Extraordinary Every Day As our Executive Assistant, you will provide administrative support to the Retail Development Team, who are responsible for construction project management within the Village. You will work closely with the department heads to organize activities involving internal and external partners and manage the day-to-day tracking of schedules, permits, travel and reporting.
What you will be doing- Managing department calendars, including organizing and responding to meeting requests, booking meeting rooms, tracking meeting attendance, and communicating daily and weekly priorities to the team.
- Reviewing and filing the department head's incoming and outgoing emails; filtering and flagging messages that are urgent, requiring response or requesting information, as needed.
- Coordinating department travel and registration for conferences and events, including flights, hotels, local transfers and restaurant bookings; creating and updating itineraries that keep the team on schedule.
- Taking telephone messages and responding to queries promptly, texting and notifying the department head when required.
- Taking dictation over the phone and drafting communications and correspondence, including emails and announcements.
- Building relationships across various global functions in order to better organize cross-functional efforts and priorities.
- Tracking Certificate of Insurance (COI) for all construction within the Village.
- Supporting the onboarding of General Contractors and tracking their details in our reporting system, MRI.
- Maintaining information within multiple trackers (ie. AOR, GC contacts, performance)
- Running and distributing Office of General Services progress reports internally.
- Organizing and entering expenses, purchase orders and invoices in Oracle; maintaining the department budget to track spending.
- Uploading shop fit images to internal shared folders.
- Assisting in planning, supporting, and monitoring department projects and initiatives.
- Maintaining and improving workflows to optimize efficiency.
- Assisting the team with other tasks as assigned including, but not limited to Draw request preparation, contract management, field supervision and project management.
- Acting as version control keeper for all manuals.
What makes you special Every colleague is an entrepreneur at heart and this drives our organizational culture, which values invention, innovation and risk taking. To be successful with us, you'll have:
- Experience in an administrative role, managing multiple executive calendars across various time zones.
- A background in construction or real estate development is a plus.
- Experience booking domestic and international travel involving multiple destinations and local meeting itineraries.
- Savvy across multiple technology platforms; experience with MRI, SharePoint, PlanGrid and Trimble is desired, but not required.
- Ability to demonstrate initiative, pre-empt requests, and be proactive and forward thinking.
- Ability to prioritize and manage several tasks simultaneously.
- Previous experience working in a fast-paced, high-volume environment.
- Well-developed written and verbal interpersonal communication skills
- Strong relationship management skills with internal and external parties.
- Demonstrated experience responding to queries and assignments promptly and professionally; a customer service-oriented and self-motivated individual.
- Flexibility to work on weekends and holidays, as the business requires.
- Fluency in English; any other languages would be advantageous.
There's no one quite like us The Bicester Collection are the worlds' leading luxury shopping destinations, and we are committed to creating magical and memorable experiences for our guests. Taking the name of the founding Village, The Bicester Collection distinguishes the 11 Villages in Europe and China as one collection of destinations for our guests, our brand partners, our travel and tourism partners, our corporate and financial media, and our internal teams.
Our Vision is to be the best shopping destination in the world. Our Mission is to make the lives of others better - our brands, our guests, our people and our communities. Our Brand Promise is to offer something extraordinary every day. Our Five Values are the glue that bind us together and allows us to lead ahead:
- Authenticity - Always do the right thing
- Innovation - Think outside of the box
- Passion - Do what you love and love what you do.
- Critical Thinking - Challenge the obvious
- Vision - Be mission driven always
Why we're exceptional The key to our success is the quality and commitment of our people. To work in one of the teams at any of the Villages is to play an active role in redefining both the art and the science of retail. This creates a dynamic approach that underpins our ability to anticipate future trends in a fast-changing world. In return for your Authenticity, Critical Thinking, Innovation, Passion and Vision, you'll receive a generous salary and we'll also reward you by:
Looking after you: You're entitled to 35 days of time off plus holidays and five sick days. We provide an amazing benefits' package including medical, dental, vision, flexible spending accounts, life insurance, generous short- and long-term disability. We also offer a generous 401(k) match, Employee Assistance Program, and additional ancillary benefits.
Treating you: We offera very generous employee referral bonus
Championing you: You'll be working within a creative and collaborative environment like no other, with the opportunity to develop your professional and personal skills while advancing your career.
Come and live your story with us The key to our success is the quality and commitment of our people. The Bicester Collection is made up of 1,200 colleagues of 50 nationalities. We are diverse in background, age, experience and leadership style. We believe that an inclusive workforce makes magic happen, and with this in mind we welcome everyone - regardless of age, gender identity, race, sexual orientation, physical or mental ability or ethnicity - to be a part of our family. We are offering a fantastic opportunity for a professional and commercially focused individual to join us. We have huge ambition for what we can achieve together and we want to have fun.
This job posting is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
Belmont Park Village is an Equal Opportunity Employer and does not discriminate based on the basis of actual or perceived age, race, creed, color, national origin, sexual orientation, gender identity or expression, military status, sex, disability, predisposing genetic characteristics, familial status, marital status, or status as a victim of domestic violence, arrest record or conviction record, or sincerely held practice of religion or any other characteristic protected by federal, state, local, or other law ( Protected Characteristics ).