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