Personal/Administrative Assistant

Key Responsibilities 1. Administrative & Office Management ● Develop and implement efficient systems and processes for document management, record-keeping, and general administration. ●Maintain and organize important documents,including invoices, contracts,legal agreements, and inventory records. ● Ensure seamless coordination of office activities, including correspondence, scheduling, and meeting preparations. ●Act as the primary point of contact for external vendors, partners, and corporate stakeholders. 2. Financial & Procurement Support ● Track and manage invoices, payments, and procurement documents to ensure timely processing and record accuracy. ● Work closely with finance teams to ensure budget tracking and cost-efficiency, especially in vendor negotiations and purchases. ● Maintain and update expense reports, ensuring proper documentation and approval processes. 3. Executive Support to the Founder ● Provide high-level administrative support to the Founder, managing their calendar, appointments, and travel logistics. ● Ensure the Founder has quick access to critical documents and information without disruptions. ● Anticipate the Founder’s administrative needs and proactively handle tasks to enhance efficiency. 4. Operational & Logistics Coordination ● Oversee logistics related to event planning, fashion shows ,retail space, operations, and customer order fulfillment. ● Coordinate with suppliers,manufacturers,and logistics teams to ensure smooth product deliveries. ● Maintain an inventory of office supplies, ensuring a luxury brand-standard workspace. 5. Process Improvement & Organization Development ● Establish internal policies and procedures to optimize operational workflows. ● Identify areas where systems can be improved and introduce best practices that align with international luxury brand standards. ● Ensure operations reflect the brand’s ethos and efficiency. Key Requirements ● 2-3years of experience in an administrative role within a corporate organization (experience in luxury fashion, retail, or creative industries is a plus). ● Highly organized, detail-oriented, and proactive in managing administrative tasks. ● Strong problem-solving skills and the ability to anticipate challenges before they arise. ● Strategic vision in order to develop the business ● Proven ability to drive results and excellent organizational skills ● Commercial awareness and strong business acumen ● Passion for Fashion/Luxury industry ● Strong and Excellent communication (verbal and written)skills. ● Ability to handle sensitive and confidential information with discretion. ● Proficiency in Microsoft Office Suite, Google Workspace, and administrative software. ● Experience in document management, invoice tracking, and office process automation is a strong advantage. ● Must have a keen interest and fair understanding of luxury brand aesthetics,professionalism and high standards. Preferred Qualities ● A self-starter who thrives in a fast-paced,high-expectation environment. ● Ability to work independently while maintaining a collaborative approach. ● Passionate about the luxury fashion industry and keen on operational excellence. ● Exceptional attention to detail and ability to multitask efficiently. Why Join Shem Paronelli? ● Work with a prestigious luxury brand dedicated to craftsmanship and excellence. ● Opportunity to be a key player in organizing and structuring an evolving business. ●A dynamic and creative work environment where your contributions will directly impact the company’s growth.