Executive Assistant

About the role

This Executive Assistant position provides proactive time and task management and seamless administrative and operational support, while facilitating internal and external coordination. The role covers executive support, travel and expense management, meeting coordination, secretarial services, regional coordination with Asia markets, and project assistance.

Key responsibilities

• Manage the executive's calendar, correspondence and meeting schedules, anticipating needs and optimising time
• Coordinate domestic and international travel and prepare expense reports
• Organise meetings, including complex cross-timezone and CxO-level ones, and take minutes
• Provide executive and secretarial support and support regional coordination with Asia markets
• Coordinate management visits and high-level meetings, including venues, logistics, catering and other preparations
• Assist with ad-hoc projects and special assignments
• Beauty Tech finance administration: PO creation, vendor creation, invoice reception, settlement approval and vendor payments with the controller and back office; assist with regional org chart maintenance and quarterly governance meeting decks
• Support team events, market visit preparation and office logistics such as supplies, newcomer arrivals and lockers
• Supply chain and logistics: travel and expense management from quotation to validation, event organisation with the purchasing team, and market visit agendas

Required profile

• 5+ years in executive support roles within multinational, fast-paced environments
• Excellent communication and interpersonal skills
• Exceptional organisation and prioritisation in complex environments
• High level of discretion, reliability and responsiveness
• Ability to work autonomously with anticipation and judgment

Required skills

• Advanced proficiency in Microsoft Office (Outlook, Excel, PowerPoint)
• Proficiency in collaboration tools such as Teams
• Comfortable using GenAI tools such as CoPilot and ChatGPT for recurring tasks