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Executive Assistant, Travel RetailRichemont Asia Pacific Limited - Cartier
Executive Assistant, Travel RetailRichemont Asia Pacific Limited - Cartier
Job Highlights
  • Global Luxury Brand
  • Travel Retail Department
  • Administrative And Event Support
Job Description


POSITION SUMMARY
Assist the International Travel Retail Director, the Travel Retail Asia Managing Director and the overall Department in their daily operations and ensure the good coordination of the office needs. Support the preparation, coordination and management of internal and external Travel Retail events.

KEY RESPONSIBILITIES
- ADMINISTRATIVE SUPPORT TO EXECUTIVES (Int’l Travel Retail Director and Travel Retail Asia Managing Director)
- Agenda Management:
- Arrange business trips planning & booking, in liaison with HQ and Markets
- Cordinate meetings and send reminders as needed
- Prepare GTR and TRA ExC meetings
- Prepare administrative documents as necessary and coordinate signatures process
- Manage Internatinal TR Director outlook calendar and update outlook contacts

Office life management:
- Plan regular team meetings with office staff and follow up on minutes
- Manage office stationary and snack bar as well as specific requests from the team (Lyreco) within annual budget
- Organize office team gatherings (birthday celebrations, team building, welcoming events & farewells…)
- Prepare Christmas & CNY cards and red pockets
- Arrange gifts to partners or staff for special occasions
- Handle on/off-boarding procedure for office staff

Expenses:
- Consolidate T&E annual budgets for both GTR and TRA, monitor progress and alert if needed
- Process & submit expenses (Concur system) for Directors’ level

Support to Operations:
- Create vendor accounts in SAP, based on information and documents provided by office team
- Initiate PO creation and ensure follow up of validation process within deadline to ensure compliance with Richemont guidelines

EVENTS PREPARATION AND COORDINATION

Under the guidance of the TRA Managing Director, prepare and manage the TRA annual seminar:
- Venue search and proposal (accommodation and meeting rooms), seminar agenda, selection and proposal of team building activities, selection of lunch & dinner places and menus etc.
- Prepare budget and negotiate with external parties to obtain the best offer within the budget allocated
- Prepare and inform all participants on the event-related logistics (save-the-dates and invitations, room booking, transfers etc.)
- Welcome participants and ensure smooth event coordination on-site during the event

Assist the Client, Marketing & Communication Manager in the preparation and coordination of external TR-related events (e.g. TFWA Cannes, Singapore):
- Prepare detailed proposals for events (venue searching, catering, flowers, photography and videography…) and budget estimates
- Prepare briefing documents for agencies and working partners to develop exclusive and unique event experience
- Plan and manage events’ budget, including Vendr & PO creations
- Prepare post-event reports and necessary follow-ups
- Ensure smooth event coordination on-site during the event, making sure that the execution level meets with Cartier standards

Assist the HJ Business Development Manager in the preparation of logistics for VIP events (HJ events, specific treatments…):
- Take care of hospitality for VIPs (e.g. flight tickets booking and transfer, accommodation etc.) and prepare and submit all administrative-related forms
- Propose treatment programs based on VIPs’ preferences
- Prepare VIPs’ invitation

PROFILE & REQUIRED COMPETENCIES
- Education: Postgraduate education, preferably in business administration
- Professional Experience: 5+ years’ experience in similar position and/or in Events Coordination

Skills:
- Proficiency in Excel and PowerPoint, Concur and SAP
- Project Management
- English fluent (mandatory)
- Mandarin/Cantnese are a plus

Interpersonal & behavioral competencies:
- Able to multi-task, reliable and able to work under pressure
- Strong organizational skills, and capacity to manage multiple priorities
- High level of integrity, loyalty and confidentiality
- Excellent communication and interpersonal skills, with capacity to adapt messages taking into account cultural differences and management levels
- Self-motivated and able to work independently
- Proactive and problem-solver
- Sense of details and luxury aesthetics
- Goal and deadline oriented
- Team player

Additional Information
Career Level
Middle
Qualification
Degree
Years of Experience
7 years
Employment Type
Permanent
Benefits
Dental insurance, Double pay, Five-day work week, Medical insurance, Performance bonus
Company details

Founded in 1847, Cartier has long been hailed as one of the world’s renowned jewellers and watchmakers. Its skilled artisans have created jewels and objets d’art for royal families, celebrities, and society’s leading citizens alike, earning Cartier the accolade “Jeweller of Kings, King of Jewellers". Today the maison continues to offer a wide range of luxury collections, including jewelleries, watches, leather goods, accessories and fragrances. To cope with its expansion, we are looking for top-quality candidates for the following vacancy.