Executive Assistant
Found in: beBee jobs HK - 2 weeks ago
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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