Executive Assistant

Found in: beBee S HK - 4 weeks ago

Hong Kong, Hong Kong SAR China Richemont Full time

 

POSITION SUMMARY: 

Assist The Regional Operation & CSR Director North Asia in their daily operations and ensure the good coordination of the office needs: meeting coordination, agenda management, business and event planning and preparation, coordination with the team and other departments / HQ.

 

RESPONSIBILITIES:

Business orchestration

  • Be the sparring partner of the regional operation director helping to orchestrate the agenda.
  • Closely partner and exchange with Executives other PA, Central teams, Local departments, and other key external parties, setting up business meetings and ensuring accurate communication
  • Business trip Planning: Oversee and facilitate travel itinerary and agenda for regional operation director and team and visitors of our region to ensure a seamless experience
  • Plan ongoing and upcoming strategic projects between the different counterparts
  • Meeting coordination and reminder – meeting room booking and set-up
  • Prepare Exco, CODIR & Team meetings
  • Booking Hotel and transportation
  • All related administrative forms
  • Outlook calendar management and outlook contact update
  • Prepare boutiques visits

Expenses

  • Process and submit expenses (Concur system) -
  • T&Es proposal & follow-up & analysis

Reporting

  • Prepare correspondence, documents, meeting minutes and reports
  • Weekly estimates in collaboration with operation team
  • manage & report for Consignment and VIP requests
  • Support Strategic Plan and other Business Development projects
  • PowerPoint consolidation & Prepare presentation conforming to Cartier’s aesthetics
  • Consolidate internal departmental and regional analysis

High level Executive & Admin support 

  • LSA preparation and coordination with the departments
  • Support staff sales daily operations.
  • Vendor account creation
  • Off boarding/ on boarding

Office Supplies

  • Management office stationery and specific requests from the team

Office social event

  • Organize event including team building and regional activities, conferences, lunches, and dinners, and prepare the related budgets and control spent
  • Office team gathering: Staff birthday, teambuilding, team activities
  • Corporate events
  • Welcoming events / Farewell
  • CNY red pockets, gifting, Xmas/ end of year cards

Event Support

  • Event support – booking plane tickets and administrative forms for team and visitors
  • Volunteers and CSR training organizations

Legal

  • Coordination w/ HQ and third parties for official contract signatures
  • Prepare admin documents as necessary and coordinate signatures process

 

REQUIRED COMPETENCIES :

  • Education : BS Degree or equivalent in business administration
  • Experience : a minimum of 5 years in a similar position in a large international company and exposed to senior leadership
  • Specific competencies : Proficient in SAP & Microsoft office including Excel, Word, PowerPoint and outlook.
  • Languages: Fluent in English & Cantonese writing / speaking, Mandarin/French are a plus.
  • Required interpersonal and behavioral competencies:
  • Team player
  • Strong ability to prioritize and manage multiple priorities simultaneously,
  • Strong organizational and time management skills
  • Proactive & problem solving
  • Excellent communication and interpersonal skills
  • Self-motivated and able to work independently or as part of a team
  • Strong analytical and problem-solving skills
  • Good influencing skills and can communicate effectively at all levels

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