Executive Assistant

Job Description

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 

Qualifications

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 

Additional Information