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About Smiley
The Smiley Company is a globally renowned, award-winning licensor working with leading licensees and premier retail partners to bring our family of brands to life. Our presence spans across fashion, home, entertainment, lifestyle, and consumer goods categories. For over 50 years, Smiley has spread optimism and creativity through innovative, iconic products that remind people of the power of a smile. We are a dynamic team with a passion for creativity and storytelling, and we celebrate diversity in an inclusive, learning-focused environment.
Purpose of the Role
This is a varied and highly trusted role responsible for ensuring the smooth day-to-day running of the Smiley office, providing personal assistance to the Loufrani family, and supporting the Head of HR & Ops.
As Office Manager & Family PA, you will manage the office environment, coordinate all company travel and oversee all office-related expenses. You will also provide discreet and proactive personal support to members of the Loufrani family across a range of business and personal matters.
The role requires exceptional organisation, sound judgement, flexibility and complete confidentiality. As it involves regular communication with the Loufrani family and French-speaking contacts, professional fluency in both French and English is essential.
Key Responsibilities
Office Management & Expenses
- Oversee the efficient day-to-day running of the Smiley office.
- Act as the main point of contact for office-related enquiries, suppliers, contractors and service providers.
- Manage office supplies, equipment, maintenance, facilities and the overall presentation of the workplace.
- Coordinate internal meetings, meeting rooms, visitors, couriers, post and deliveries.
- Assist marketing with influencer marketing.
- Manage relationships with office suppliers and negotiate contracts and rates where appropriate.
- Manage and monitor all office expenses, company credit card expenditure and supplier payments.
- Work closely with the Finance team to reconcile expenditure, maintain accurate records and resolve any discrepancies.
- Coordinate office moves, refurbishments and other workplace projects when required.
- Manage onsite and off-site storage & inventory.
- Maintain a welcoming, professional and well-organised working environment.
- Ensure office is health & safety compliant.
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Company Travel Coordination
- Coordinate all domestic and international company travel.
- Arrange flights, accommodation, visas, ground transportation and detailed travel itineraries.
- Manage changes, cancellations and last-minute travel requirements calmly and efficiently.
- Ensure travel arrangements comply with company policies, preferences and agreed budgets.
- Maintain accurate travel records and coordinate travel-related invoices and expenses.
- Build and maintain strong relationships with travel agents, hotels and other travel suppliers.
- Provide travellers with clear itineraries and all necessary supporting information.
PA Support
- Provide trusted PA support to the Loufrani family across business, family and personal matters.
- Manage complex diaries, meetings, appointments and changing priorities.
- Coordinate domestic and international family travel, including transport, accommodation and detailed itineraries.
- Arrange restaurant bookings, events, personal appointments and other family logistics.
- Prepare correspondence and communicate confidently with contacts in both French and English.
- Manage personal expenses, paperwork, renewals, reservations and other administrative requirements.
- Anticipate needs, follow up on actions and ensure important matters are handled promptly.
- Liaise with household staff, advisers, suppliers and external contacts where required.
- Handle sensitive personal, family and business information with complete discretion and confidentiality.
- Provide occasional out-of-hours support when genuinely required.
HR & Operations Administration
- Coordinate employee onboarding and offboarding, including documentation, equipment and induction schedules.
- Maintain accurate and confidential employee records.
- Support recruitment administration, including interview scheduling and candidate coordination.
- Track key deadlines, approvals, subscriptions, insurance policies, renewals and action points.
- Support the administration of company systems and operational services.
- Identify opportunities to improve administrative processes and introduce practical, efficient
- Assist with ad-hoc HR & Ops projects when required.
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Key Skills & Experience
Essential
- Fluent French and English, both written and spoken.
- Minimum three years’ experience in office management, executive assistance, family PA work or a similarly trusted role.
- Demonstrable experience managing a busy office and coordinating multiple suppliers.
- Experience arranging complex domestic and international business travel.
- Strong expense-management skills, with experience handling budgets, invoices, company cards and reconciliations.
- Exceptional organisational skills and attention to detail.
- Ability to manage multiple priorities and respond effectively to changing requirements.
- Highly discreet, trustworthy and confident handling sensitive and confidential information.
- Proactive and resourceful, with strong judgement and a solutions-focused approach.
- Excellent interpersonal and communication skills.
- Calm, adaptable and comfortable working in a fast-paced environment.
- Strong working knowledge of Microsoft Office, Google Workspace and general workplace systems.
- Willingness to work flexibly when important business or family requirements arise.
Desirable
- Previous experience supporting a family, founder or senior executive in both a professional and personal capacity.
- Experience supporting HR and operational administration.
- Experience working within an international, creative, fashion, licensing or consumer-brand business.
- Familiarity with expense-management, travel-booking and HR systems.
- Experience organising company events, meetings and team activities.
Salary & Benefits
- Competitive base salary
- 33 days’ holiday, including bank holidays
- Pension scheme
- WFH Fridays
- Access to Perkbox and Vitality health insurance
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