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Administrative Assistant, Arts, Culture & Heritage Office

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CHANEL

3d ago

  • Job
    Full-time
    Junior, Mid & Senior Level
  • People, HR & Administration
  • London
  • Quick Apply

AI generated summary

  • You need exceptional organization, attention to detail, proficiency in MS Office, discretion, strong ethics, admin experience, good English, and the ability to build relationships globally.
  • You will manage calendars, organize meetings and travel, process expenses, maintain databases, handle mailings, ensure confidentiality, and improve workflows using AI where possible.

Requirements

  • Exceptional organisational and time-management skills.
  • Detail-orientation is paramount to succeed in this role.
  • Proficiency in Microsoft Office Suite (especially PowerPoint and Excel), Concur Travel & Expenses, calendar management tools is key. A knowledge of AI uses will be a plus.
  • Discretion, diplomacy, and a proactive mindset are essential.
  • Strong adherence to business ethics and compliance policies.
  • Proven experience in an administrative role.
  • Strong written and verbal communication in English. Notions of French will be appreciated.
  • Ability to build productive working relationships across all levels and teams, globally and locally.

Responsibilities

  • Work under the direction of the Chief of Staff – Arts, Culture & Heritage to manage complex calendars, including scheduling internal and external meetings across time zones.
  • Update, maintain and evolve the event invitation tracker.
  • Ensure appropriate food and beverage provisions are available for scheduled meetings and executive gatherings.
  • Make sure meetings are kept to time and that all preparatory materials have been gathered and communicated ahead of time.
  • Organise and plan detailed travel itineraries, including flights, accommodations, visas, and ground transport.
  • Process expense reports in a timely and accurate manner, ensuring compliance with internal policies for the President of Arts, Culture & Heritage, as well as other team members.
  • Proactively maintain contact databases, distribution lists, and shared team resources.
  • Handle the mailing process for internal publications as well as Christmas gifting and cards.
  • Ensure confidentiality and discretion in all matters related to the Arts, Culture & Heritage office.
  • Collaborate with other assistants and departments to ensure alignment and continuity.
  • Proactively identify and implement process improvements to enhance administrative workflows, especially by considering how AI could bring more efficiency.

FAQs

What is the primary responsibility of the Administrative Assistant in the Arts, Culture & Heritage Office?

The primary responsibility is to provide administrative support to ensure the seamless day-to-day operations of the office, including executive scheduling, travel coordination, and expense management.

Who will the Administrative Assistant report to?

The Administrative Assistant will report to the Chief of Staff - Arts, Culture & Heritage.

What qualifications are required for this role?

Candidates should have exceptional organizational and time-management skills, a high level of detail orientation, proficiency in Microsoft Office Suite, discretion, and strong written and verbal communication skills.

Is experience in a similar administrative role required?

Yes, proven experience in an administrative role is essential for this position.

Will the Administrative Assistant be responsible for travel arrangements?

Yes, the Administrative Assistant will be responsible for organizing and planning detailed travel itineraries, including flights, accommodations, and ground transport.

Is knowledge of AI beneficial for this position?

Yes, familiarity with AI applications that can enhance administrative workflows will be considered a plus.

Will the Administrative Assistant need to handle confidential information?

Yes, maintaining confidentiality and discretion in all matters related to the Arts, Culture & Heritage office is a key responsibility of this role.

Are there language requirements for this position?

Strong written and verbal communication in English is required, and knowledge of French is appreciated.

What types of meetings will the Administrative Assistant be organizing?

The Administrative Assistant will manage internal and external meetings across time zones, ensuring all preparatory materials and food provisions are organized.

Is there an emphasis on collaboration with other departments?

Yes, the Administrative Assistant will collaborate with other assistants and departments to ensure alignment and continuity in operations.

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CHANEL

Retail & Consumer Goods
Industry
10,001+
Employees
1910
Founded Year

Mission & Purpose

Chanel is a renowned luxury brand that specialises in haute couture, ready-to-wear clothing, handbags, perfumes, cosmetics, and accessories. The company strives to create timeless, elegant, and innovative products that reflect the essence of French luxury and sophistication. Chanel's overarching aim is to inspire and empower individuals by providing high-quality, beautifully crafted items that enhance personal style and self-expression while maintaining an enduring legacy in the fashion and beauty industries.