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