Personal Assistant to Coo

2 weeks ago

Singapore LUXASIA Full time

LUXASIA is the leading beauty omnichannel distribution platform of Asia Pacific that has successfully enabled brand growth for more than 120 luxury beauty brands. Our integrated brand-building capabilities include luxury retail, online commerce, consumer marketing, and supply chain management. Since 1986, the company has partnered the world’s finest brands, such as Aveda, Bvlgari, Calvin Klein, Diptyque, Hermes, La Prairie, Montblanc, and SK-II. We have also established Joint Ventures with the likes of LVMH Group, Elizabeth Arden, Puig, Yves Rocher, and By Terry. At the core of our business is a diverse and dynamic #OneTeam of 2000 talents which shapes the face of luxury beauty, and delight consumers daily across our growing footprint of 15 markets. Come join us now.
- Providing extensive organizational & personal assistance to the Chief Operating Officer
- Arranging meetings, handling information requests, preparing reports and correspondence and liaising with Board Members and other executives
- Plan organize and proactively manage the Chief Operating Officer's schedule, suggesting ways to optimize his time and routinely updating him of upcoming commitments. Organize executive level meetings, both internal and external.
- Calendar management and associated tasks, i.e. Booking conference rooms, audio-visual equipment, copies, preparing docs & scheduling meetings etc
- Plan and coordinate meetings, prepare information, monitor status of action items
- Act as a 'first point of contact' to prevent unnecessary interruptions of the Chief Operating Officer's time, step in, and take the lead as directed by the Chief Operating Officer
- Business travel arrangement in line with corporate travel policies, including prior approval, booking airline tickets, car services, hotels, itineraries; preparing documents for business travel, e.g. visas, new/amended passports
- Processing of expense claims
- Creating and maintaining team-related schedules and contact lists: vacation schedules, emergency contact lists, mail lists, telephone lists, Travel Request database, Leave database, etc.
- Logistics & arrangement of meetings for visitor(s); management meetings
- Providing general administrative support to the team in the Management Office
- Assisting in ad hoc project administration support when required

**Requirements**:
Preferred Education And Experience
- Minimum Diploma Holder.
- Minimum 3-5 years of secretarial experience and/or PA experience to senior executive (such as C-Levels and Board of Directors)
- Good understanding of the business environment and collaborative attitude.
- Business and financial acumen to handle complex situations balancing multiple responsibilities and influencing key stakeholders
- Demonstrable experience in providing admin support in a fast-paced environment, while being able to achieve tight deadlines and multi-task
- Advanced ability to organize by being meticulous and self-sufficient
- Self-motivated and resourceful
- Tact and good judgment in confidential situations and proven experience interacting with senior management.
- Effective interpersonal skills, with the ability to maintain strong relationships both internally and externally
- Excellent telephone etiquette
- Proficient knowledge of MS Word, Excel, and PowerPoint

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