Executive Assistant, Fashion, Southeast Asia
3 weeks ago
About the Role
The luxury retail environment is rapidly changing especially in SEAA over the past years and the luxury market will continue to evolve and transform in the years to come. Advancing on its strategic intent of achieving “Uncontested Brand Leadership through a Transformative and Inclusive Organisation”, SEAA will focus on building and strengthening solid foundations and investing ahead of the curve to become the decisive brand leader in every market.
With the ambition to leap ahead to build comprehensive Fashion division capabilities to drive brand and client growth, with a clear long-term ambition to establish key capabilities within each market, in the role of the Director, Fashion, SEAA have called for the need to have a seasoned and mature Executive Assistant to support in achieving the mission and to smoothly support the transformation journey. The Executive Assistant needs to go beyond the traditional secretarial functions by playing the role as a partner and facilitator to the Director, Fashion, SEAA, coordinating across all teams and markets.
Impact You Can Create In The Role
You will be responsible for performing an array of administrative and coordination functions, requiring confidentiality, initiative and comprehensive decision making for the senior leader, their team of managers, and other stakeholders within the Region, markets, and Global Fashion teams. You bring years of extensive professional experience and proven records delivered through strong interpersonal skills, agility, and a collaborative and open-minded approach to work, enabling the leader in onboarding and performing their senior leadership role to create greater impact for the Fashion business in SEAA. You act as a professional collaborator and problem solver to confidently make independent decisions when handling administrative tasks and communicating at an exceptional standard. You develop a deep understanding of what matters to the teams, and actively apply that knowledge to your day-to-day activities with ownership and ability to multitask and move inside a fast-paced changing environment. You will play a key role in supporting the Director, Fashion, SEAA during the transformation and in the animation of the teams, fostering positive spirit during the transformation journey.
General Administrative Support
To manage the calendars and meeting scheduling for the Director, Fashion, SEAA to ensure their works are carried out in a seamless, timely, efficient, and effective manner.
To manage all travel arrangements and related activities (i.e. visas), including travel request forms and others.
To oversee the departmental expenses spending of the regional team and to provide support in processing their T&E claims in an accurate manner.
To build and maintain a well-organized and systematic filing system (electronic & paper-form).
To obtain good understanding on the content of the documents received for signature by the Director, Fashion, SEAA.
To constantly look for an agile and effective way of doing things by applying new methodologies/approaches and to streamline the work processes.
To support the Regional teams needs as required with strong collaborative spirit and an open-mind.
Stakeholder Management & Team coordination
To partner with the Director, Fashion, SEAA in fostering a strong team spirit amongst the SEAA Fashion teams and to support the smooth transformation journey.
To contribute to the partnership of the Director, Fashion, SEAA with their key stakeholders by building a strong network with them and their teams.
To openly share with the Director, Fashion, SEAA the observations and perspectives on the situations faced by the divisions.
To facilitate the Director, Fashion, SEAA settlement in the new role and on-boarding.
To coordinate across all the teams in the Regional office, markets and Global teams support to the Director, Fashion, SEAA during the transformation journey and to reinforce connection and facilitate new ways of working.
Project Management
To provide support on projects with a regional division-wide impact as required.
To support the Director, Fashion, SEAA and the dedicated teams, in preparing their presentation materials all the way from translating their thoughts into well-structured content & format and conducting market research as deemed necessary.
Planning & Organizing
To partner with the SEAA Fashion leadership team in ensuring the meetings are conducted in a constructive and productive way.
To own and master the activities calendar to ensure the time of the Director, Fashion, SEAA is well-spent on activities that generate the best ROI to the House, to the division and to our people.
To plan and organize meetings taking place in SEAA by representing the director’s office and to manage the visit of senior leaders in SEAA.
In collaboration with dedicated teams, to champion the organization of the SEAA Fashion leadership meetings including planning for the agenda, implementation and follow-up.
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 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, ability to work on translation is an added advantage.
Well versed in MS Office including PowerPoint, Word and Excel.
The role requires travelling overseas.
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