Executive Assistant

PRIMARY OBJECTIVE

• Implement proactive time and task management protocols
• Ensure Seamless Administrative and Operational Support
• Facilitate Effective Internal and External Coordination

JOB DUTIES & RESPONSIBILITIES

For BPC :

• Executive Support & Calendar Management: Proactively manage the calendar, correspondence (emails), and meeting schedules, anticipating needs and optimizing time.
• Travel & Expense Management: Coordinate all aspects of travel arrangements (agenda coordination, logistics, etc), both domestic and international, and meticulously prepare associated expense reports.
• Meeting Coordination: Organize and facilitate various meetings including scheduling, agenda preparation, and minute-taking as required. Coordinate in particular complex meetings organization (across timezone, with CxO level, etc)
• Secretarial Services: Provide comprehensive executive and secretarial support, ensuring efficient operations.
• Regional & Global Coordination: Support regional coordination efforts, liaising effectively with Asia markets on specific initiatives.
• Management Visit & Event Logistics: Coordinate management visits and high-level meetings, collaborating closely with relevant departments and Maisons to ensure seamless execution. This includes, but is not limited to, arranging meeting venues, managing logistics, catering, and other necessary preparations.
• Project Assistance: Assist with ad-hoc projects and special assignments as required

For Beauty Tech :

• Finance Administration: PO Creation, Vendor Creation coordination, Invoice reception, settlement approval and vendor payment in relation with Controller and back-office departments
• Assist with regional org chart maintenance and liaison with HQ
• Initiate quarterly governance meeting decks to be completed by domain leaders
• Support team events organization
• Support market visits preparation (logistics, agenda, scheduling, travels)
• Support office logistics (Office supplies, newcomer arrival, lockers, etc)

Supply Chain and logistics :

• Assist with meeting scheduling, organization and coordination
• Manage all travels and expenses from quotation to validation
• Assist in organizing events (with purchasing team for quotation)
• Support in market visit and visitor agenda

KEY REQUIREMENTS & COMPETENCIES

• 5+ years in executive support roles within multinational, fast-paced environments
• Advanced proficiency in Microsoft Office and collaboration tools (Outlook, Excel, Power point, Teams ..)
• Comfortable and proficient usage of GenAI tools (CoPilot, ChatGPT, etc) for recurrent tasks
• Excellent communication and interpersonal skills
• Exceptional organization & prioritization in complex environments
• High level of discretion, reliability, and responsiveness
• Ability to operate with autonomy, anticipation, and judgment