Executive Assistant Coordinator

About the company

Filthy Brands is a specialist sales agency focused on niche fragrance and beauty, supporting emerging labels across major UK luxury retail and international channels. Its brand and retail network includes names such as Selfridges, Liberty, Harrods, Harvey Nichols, Sephora and Space NK.

Role overview

This position is a practical, detail-focused coordination role supporting the Account Management, Retail and Operations teams. The right person will keep reporting, orders, assets and warehouse coordination moving efficiently across several brands and retail partners. It is well suited to someone who enjoys a busy workload, values process and accuracy, and is interested in the commercial side of fragrance and beauty.

Key responsibilities

• Gather and organise sales performance data from retailer portals such as Sephora GAIA, Liberty and Selfridges, along with internal tracking tools, for weekly and monthly review packs.
• Accurately prepare and submit New Line Forms before retailer deadlines, following up with brand teams when product information is missing.
• Build, review and process order forms and purchase orders, coordinating with brands and retailers to confirm quantities, pricing and delivery schedules.
• Maintain brand-specific digital asset libraries by collecting, sorting and sharing imagery, marketing materials and campaign files with retail partners.
• Work closely with the warehouse on stock availability, dispatch timing, event and pop-up stock needs, and any delivery-related issues.
• Monitor purchase orders throughout the full cycle from creation through confirmation, shipment and invoicing, and highlight any inconsistencies or delays to the relevant Account Manager.
• Help keep store lists and account mappings up to date across brands and retailers.
• Support onboarding administration for retailers, including account setup, store training scheduling and induction documents.
• Coordinate diaries and meetings for the team, including scheduling brand and retailer calls, preparing agendas and sharing notes afterwards.
• Assist with event and pop-up logistics, including courier arrangements and on-site checklist preparation.
• Handle general office administration tasks such as invoice support, expense processing assistance, filing and upkeep of shared drives and trackers.
• Provide ad hoc research and administrative support as team priorities change.

What the role requires

• Approximately 1 to 3 years of experience in administration, sales support, retail coordination or operations support.
• Strong Excel capability.
• Very high attention to detail and a disciplined approach to deadlines and accuracy.
• Clear and confident communication skills for working with retailers, brand contacts and warehouse teams.
• Ability to manage several brands, retailers and deadlines at the same time.
• Proactive working style with the confidence to escalate issues early.
• Ability to work from Central London or commute there, and comfort in a small, fast-moving team environment.

Nice-to-have experience

• Familiarity with retailer portals or ordering systems such as GAIA, WWRP or similar tools.
• Experience using Canva and managing assets through Dropbox or Google Drive.
• Interest in fragrance, beauty or luxury retail.

What the company offers

• A close look at the day-to-day workings of a niche fragrance sales agency.
• Direct exposure to leading UK luxury retailers and internationally recognised brands.
• A small, close-knit team where individual contributions are visible and appreciated.

Additional information

This is a full-time, onsite role based in the London area, United Kingdom.