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