Division Assistant & Retail Administration

Job description

About the Role: As the Division Assistant for Fragrance and Beauty division (FBP), you will be responsible for performing an array of administrative and coordination functions. You will be instrumental in supporting business efficiency and effectiveness via preparing business materials, compiling analytical reports, and handling diverse tasks and projects as they arise within the division. Impact You Can Create In The Role: Support for General Manager: General Administrative Support Prepare and organise necessary documents, reports, and presentations for meetings and other engagements, ensuring that the GM is well-prepared for all professional commitments. Handle correspondence on behalf of the GM, directing inquiries to appropriate departments when necessary. Oversea Travel logistic planning and booking for GM Calendar Management Schedule Management: Manage the GM’s calendar, prioritizing and scheduling appointments, meetings, and events to maximize productivity and time efficiency Conflict Resolution: Proactively identify and resolve scheduling conflicts, ensuring seamless coordination of the GM’s commitments Communication : Serve as the primary point of contact for all scheduling inquiries, maintaining clear and effective communication with internal and external stakeholders Reminders and Follow-Ups : Provide timely reminders and follow-ups for upcoming meetings and deadlines, ensuring the GM is prepared and informed Support for Division: Meeting Governance and Arrangement Planning of Divisional Meeting Calendar: Optimize frequency, duration, and timing of meetings, reducing scheduling conflicts and maximizing productivity to develop a comprehensive meeting calendar for the year, aligning with organizational goals and key business cycles Organize and Schedule Meetings (Internal & External): Coordinate and schedule meetings, ensuring all necessary participants are available and informed of the agenda and objectives Prepare Agendas and Materials: Develop meeting agendas in collaboration with key stakeholders and distribute relevant documents and materials prior to meetings Facilitate Meeting Logistics: Arrange for necessary equipment, venues, and refreshments; ensure all technical and logistical aspects are in place for smooth meeting execution Budget/Alignment Meeting Preparation Timeline Planning: Prepare working timeline in collaboration with the General Manager (GM) and Function Leads to ensure all milestones are clearly defined and achievable. Governance and Coordination: Oversee the working timeline, facilitating regular check-ins with the GM and key stakeholders to ensure timely review and progress Travel & Entertainment (T&E) Budget Planning and Monitoring Budget Planning: Collaborate with finance and FBP function leads to plan annual budget aligned with organizational guiding principles Monitor Expenditure: Track and report on actual expenses against budgeted figures, identifying variances and areas for cost optimization, review the budget under each financial cycle Retail Administrative Support Support Business Planning and Analysis: Prepare necessary materials to support Retail Excellence Manager in regular business reviews (e.g. monthly retail target setting, monthly retail incentive calculation, quarterly Beaute Research data compilation and submission, adhoc data consolidation for review purposes) Retail Frontline Utilities Management: Monitor and ensure sufficient replenishment of POS daily supplies (e.g. back of house water supply, sales invoices), annual renewal of POS music license, bi-annual review and ordering of frontline uniforms, oversee “Retail Green” POS initiative in accordance with company’s CSR framework Regular Client Reward Arrangement : Manage regular client reward replenishment by liaising with DC and Boutique Managers on reward packing, allocation planning, and end‑to‑end logistics coordination New Staff Onboarding IT Facilities and Access: Ensure all necessary IT equipment and access permissions are set up and available for new staff on their first day. (should move back to the new staff’s direct report) Onboarding Coordination: Assist in scheduling and coordinating onboarding meetings throughout the 100-day program to facilitate smooth integration You are Energised by: Thinking innovatively of different ways to approach projects, multi-tasking & challenges Being agile, flexible and dealing with ambiguity Leading courageously and able to challenge the status quo Collaborating with diverse teams at all levels of the organization Influencing critical topics and facilitating meaningful conversations in a non-hierarchical way What You Will Bring: Solid experience with proven track record in serving senior executives and business leaders from multinational companies A strong team player with excellent interpersonal, communication & networking skills and being able to build good relationships & partnerships with people of different profiles Excellent planning and organisational skills with the ability to create impact through influence Be open-minded and to think out of the box in looking for new ways of doing things Being mindful and being able to embody humility and humanity Good command of spoken and written English and Chinese, ability to work on translation is an added advantage Well versed in MS Office including PowerPoint, Word and Excel At Chanel, we are focused on creating an inclusive culture that nurtures personal growth, contributing to collective progress. We believe the uniqueness of each individual increases the diversity, complementarity, and effectiveness of our teams. We strongly encourage your application, as we value the perspective, experience, and potential you could bring to Chanel.