Executive Assistant (14 month Fixed Term Contract)

Job Title: Executive Assistant (14 month Fixed Term Contract)

Location: London (Office based 4 days/week)

Reporting To: CEO

Who we are

At Monica Vinader, we believe luxury should be empowering, long-lasting and responsibly made. Guided by integrity, craftsmanship and innovation, our goal is to elevate people’s lives by opening access to a more beautiful world.

From crafting consciously with recycled precious metals and ethically sourced materials, to designing enduring, versatile pieces made to be layered, loved and lived in every day, we are redefining what modern jewellery can be. We create jewellery that marks moments, tells stories and becomes part of who you are, all while making responsible luxury more accessible.

Our commitment to sustainability, innovation and positive impact continues to be recognised across the industry. We are proud to have received:

• Responsible Jewellery Brand, 2026 – Country & Town House

• Responsible Business of the Year, 2025 – Positive Luxury

• Top 50 Inspiring Workplaces (UK & NI), 2024 – Inspiring Workplaces

With a global footprint across physical retail, e-commerce and trusted partners, we put our community at the heart of everything we do. Proudly female-founded and inclusive, we build meaningful relationships with the people who wear and love our jewellery.

We are looking for an exceptional Executive Assistant to join us as we continue this journey and help us shape what the future of modern jewellery can and should be.

Where we need your help

The Executive Assistant role is an exciting opportunity to primarily support the CEO and Co-Founder with complex diary management, global travel arrangements and holistic administrative support, while also assisting with ad hoc events and projects as required.

You will also work closely with the People & Culture team to support the smooth running of the London Head Office and Company events.

You will be the first point of contact for both internal and external stakeholders and will handle enquiries and requests on behalf of the CEO and Co-Founder and, where required, the wider Executive Leadership Team. You will coordinate global business travel, manage complex and fast-moving schedules, and help ensure deadlines, meetings, appointments and events are organised seamlessly and delivered to a high standard.

What you’ll do

Diary Management

• Ensure the CEO and Co-Founder’s diaries are up to date, planning ahead to ensure regular meetings are scheduled and responding to and prioritising diary requests on a day-to-day basis

• Manage complex diary arrangements, using initiative to schedule and re-schedule meetings according to priority and business needs, ensuring agendas and relevant information are included

• Provide ad hoc diary and administrative support to the Executive Leadership Team where required

• Schedule meetings, including booking rooms, organising refreshments and ensuring stakeholder attendance, including Board meetings hosted in various locations

• Keep stakeholders informed of any changes to the CEO and Co-Founder’s diaries in a polite and timely manner

• Book ad hoc private appointments where required

• Act as a professional point of contact for the CEO’s family regarding business itinerary planning, helping to minimise conflicts between business and personal commitments

Organising and managing the CEO and Co-Founder’s global business travel

• Organise all transport requirements including taxis, trains, transfers and flights

• Arrange accommodation for business trips and negotiate corporate rates where appropriate

• Prepare itineraries and liaise with relevant teams across the business to coordinate appointments, meetings and events

• Arrange visas where required

Organising and managing events and ad hoc projects

• Coordinate off-site Board and senior management meetings, including planning dates, booking venues, organising refreshments and arranging attendee travel

• Where appropriate and depending on location, meet and greet the CEO’s external visitors of all levels of seniority

• Work closely with the People & Culture team to arrange annual Company events, coordinate activity on the day and liaise with external suppliers to ensure smooth delivery

• Work closely with the Sustainability team to manage charity requests, distribute gifts through internal systems and work within budget

Providing administrative support

• Screen phone calls, enquiries and requests, handling them appropriately and in line with business needs and leadership priorities

• Keep track of ongoing matters and anticipate where support is required

• Take the initiative to follow up on outstanding tasks and deadlines

• Process expenses accurately via Expensify, liaising with the Finance team as appropriate

What you’ll bring

Connect & Empower

• Communicates Effectively
  Able to structure communication with purpose and clarity, adapting style appropriately for senior leaders, Board members, external partners and cross-functional stakeholders. Provides timely, clear updates, handles sensitive matters with discretion and builds trust through professional, audience-appropriate communication

• Collaborates Proactively
  Ability to build strong working relationships across the business and proactively aligns with stakeholders to ensure priorities, meetings, travel and events run smoothly. Shares information early, works in partnership with others and contributes to a positive, solutions-focused and well-connected working environment

Drive & Deliver

• Workflow Management
  Plans and sequences a complex and varied workload effectively, balancing urgent requests with longer-term priorities. Manages expectations clearly, responds with pace and composure, and confidently handles changing demands and competing deadlines

• Dives Deep
  Maintains a high level of accuracy and attention to detail across diaries, travel bookings, itineraries, meeting logistics and expenses. Reviews work carefully, asks the right questions and spots risks, inconsistencies or gaps before they impact delivery

• Delivers Results
  Takes accountability for delivering high-quality work on time and to a consistently high standard. Follows through reliably on commitments, anticipates needs, resolves issues proactively and keeps momentum across multiple workstreams

Grow & Adapt

• Embraces Change
  Works effectively in a fast-paced and evolving environment, staying calm, flexible and solutions-focused when priorities shift. Adapts plans quickly, seeks clarity where needed and remains effective through change and ambiguity

Master & Apply

• Functional / Technical Expertise
  Demonstrates strong expertise in executive support, including complex diary management, international travel coordination, meeting and event logistics, expense processing and use of relevant systems and tools. Applies this knowledge confidently to deliver efficient, seamless support

• Applies Knowledge with Impact
  Uses sound judgement, business context and understanding of leadership priorities to make practical decisions, solve problems and maximise the effectiveness of the CEO and Co-Founder’s time. Focuses effort where it adds the most value to the business

To be successful at Monica Vinader...

• Are hands-on, solutions-focused, and entrepreneurial

• Collaborate openly with humility, honesty, and humour

• Embrace learning, teaching, and personal growth

• Stay resilient, adaptable, and self-motivated in a creative environment

• Are apolitical and assume good intentions in others

• Celebrate diversity and are committed to creating an inclusive environment

Additional Requirements

Ability to document your authorisation to work in the United Kingdom.

Travel Requirements

Occasional travel to our office in Norfolk may be required.

Our Aims and Values

Our mission is to be the leading accessible luxury brand, by delivering outstanding quality, design and customer service. We are:

Customer Obsessed

We put our customers at the centre of every decision and deliver thoughtful, personal experiences.

Caring

We act with respect and empathy for people, communities, and the planet.

Fast Paced

We move with focus and flexibility to make progress quickly and decisively.

Exceptional

We hold ourselves to high standards and are always learning, improving, and raising the bar.

Commercial

We make smart, data-led decisions that create long-term value for the business and our customers.

Monica Vinader as a global business makes the following inclusive culture pledge:
Our jewellery is for everyone and so is our community. Together, we will continue to implement sustainable changes to ensure that career opportunities and progression are open to all. We commit to celebrating the diverse voices of our employees, partners, and the customers we serve.

This job description is not intended to be an exhaustive list of duties to be performed by the employee. This job description may be altered to reflect the business needs of the company.