Personal Assistant & Stock Operations Coordinator

Personal Assistant & Stock Operations Coordinator

City of London

up to £45,000

Monday to Friday (1 Hybrid day working)

A well-established London-based luxury watch and jewellery specialist, renowned for sourcing, buying and selling some of the world’s most prestigious timepieces and fine jewellery, is looking for a Personal Assistant & Stock Operations Coordinator.

The business has built a strong reputation for its expertise, highly personalised service and extensive network of collectors and clients, combining a modern, entrepreneurial approach with deep knowledge of the luxury market.

Role Overview

An exciting opportunity has arisen for an adaptable, proactive and highly organised individual to provide executive support to the Managing Director while overseeing the end-to-end administration and preparation of incoming stock.

This is a varied and hands-on position requiring excellent judgement, discretion and meticulous attention to detail within a fast-paced luxury retail environment.

The successful candidate will play an integral role in bringing structure and clarity to the Managing Director’s schedule and communications, while ensuring incoming products are accurately recorded, prepared to the required standard and brought to market efficiently.

Working closely with internal teams and external suppliers, they will help maintain the exceptional operational, product and presentation standards expected within the business.

• Manage the Managing Director’s calendar, prioritising meetings and effectively coordinating time across multiple and competing demands.

• Manage and triage emails and communications, drafting, proofreading and sending correspondence on the Managing Director’s behalf where required.

• Coordinate meeting preparation, including agendas, supporting materials, notes and follow-up actions.

• Arrange domestic and international travel for the Managing Director and wider team, including flights, accommodation, transport, itineraries and visas, alongside the reconciliation of associated expenses.

• Support the planning and coordination of international buying trips, providing administrative assistance relating to buying and wider stock strategy.

• Partner with the PR team on occasional projects, including the organisation of PR events, launch dinners and VIP client experiences.

• Conduct ad hoc research and support with additional business or personal tasks for the Managing Director where required.

• Take ownership of incoming stock, coordinating each product from initial receipt through to retail readiness.

• Accurately record products and all relevant information within the company’s stock management system, ensuring records remain complete and up to date.

• Inspect incoming products and coordinate any servicing, maintenance, repairs or refurbishment required ahead of sale.

• Liaise closely with external suppliers and internal teams to monitor progress, resolve delays and expedite issues where necessary.

• Ensure products are prepared and uploaded to the company website efficiently and accurately.

• Work closely with the Social Media Manager and wider team to ensure products are professionally photographed, presented and marketed.

• Support the Managing Director in ensuring every product meets the company’s standards before being offered for sale.

• Provide support with private financial administration, including collating receipts, maintaining organised records and assisting with information required for Self Assessment tax matters.

• Maintain confidential business and personal records, handling all sensitive information with the highest level of professionalism and discretion.