Brand Admin

The part-time Brand Admin serves as a critical operational partner to the US leadership team, ensuring seamless coordination, financial oversight, and executive support across the business. 

In addition to managing scheduling, documentation, and communication, this role holds responsibility for approving all invoices, supporting key operational reporting, and stepping in to provide leadership coverage when the National Retail Director or Retail Development Manager is out of office. By acting as a central point of continuity, safeguarding financial accuracy, and enabling informed, timely decision-making, the position plays a pivotal role in maintaining the efficiency, accountability, and strategic momentum of Princess Polly’s US Retail operations.

Organizational Contribution & Influence
The Brand Admin acts as an essential operational and administrative hub for Princess Polly’s US leadership team, bridging communication and workflow between Retail Ops, HQ, the Distribution Center, and external partners. This role partners closely with Retail Operations,Finance, Team Experience, Merch, Operations, and cross-functional support teams to ensure accurate invoice processing, timely reporting, and seamless coordination of leadership priorities. Through precise execution, proactive problem solving, and a collaborative approach, the role reinforces organizational alignment, operational efficiency, and leadership effectiveness across the US business.

Key Responsibilities
1. Executive & Operational Support
★ Provide high level administrative support, including scheduling, documentation, and
communications.
★ Manage leadership priorities to ensure deadlines and deliverables are met.
★ Coordinate complex calendars, schedule meetings across multiple time zones, and
anticipate scheduling conflicts.
★ Serve as a central point of organization, ensuring information, tasks, and
communications flow efficiently across the team.

2. Financial Administration
★ Review and approve all invoices, ensuring accuracy and adherence to budgetary
guidelines.
★ Liaise with Retail Operations departments to ensure timely processing and
reconciliation of all invoices.
★ Track and organize financial documentation to support budget reporting and
forecasting.

3. Reporting & Information Management
★ Support operational reporting and prepare materials for leadership reviews, including
regular dashboards and status updates.
★ Maintain organized records, files, and documentation for quick retrieval.
★ Coordinate data collection across departments to ensure accuracy and consistency in
reporting.
★ Develop and maintain systems of organization that improve efficiency and streamline
workflows.

4. Leadership Coverage & Continuity
★ Step in to support operations when the National Director is out of office.
★ Maintain momentum on critical initiatives and act as liaison between leadership and
teams.
★ Ensure continuity of communication, documentation, and scheduling during
leadership absence.

Skills & Experience
★ 4+ years of experience in administrative, executive assistant, or operational support
roles.
★ Strong organizational and time management skills with ability to handle multiple
priorities.
★ Proven ability to manage scheduling, correspondence, and documentation for senior
leaders.

★ Experience in invoice processing, financial tracking, and expense reconciliation.
★ Proficient in Microsoft Office Suite, Google Workspace, and internal business
systems.
★ Strong communication skills and ability to work effectively with cross-functional
teams.
★ Discretion and professionalism in handling confidential information.
★ Preferred - retail industry experience.

Qualities & Attributes
★ Highly organized and detail focused with a commitment to accuracy.
★ Trusted partner who safeguards sensitive information with discretion.
★ Clear communicator who ensures smooth information flow between stakeholders.
★ Flexible and resourceful, able to adapt quickly to shifting priorities.