Executive Assistant to Chief of Staff

Location: London Headquarters, UK

Reports to: James, Chief of Staff to the CEO

Contract: Full-time and permanent position

Chanel:

At CHANEL, our values are grounded in creating the conditions for people to perform at their best and feel fulfilled and confident in their work.

Your role @Chanel:

In this role, you will offer administrative support to the Chief of Staff. You will also work closely with the CEO office’s assistants as well as the CEO Office team members to from an administrative and logistic angle to help the Governance team in the coordination, organisation and efficiency of various meetings and governance bodies. 

What impact you can create at Chanel:

Provide administrative support to the Chief of Staff:

• Managing the diary in complete coordination with the diaries of their teams, their peers as well as business partners:
  • Manage & adapt a very busy agenda, understanding the priorities (sometimes meaning last minute reorganising time and space).
  • Anticipate major global governance milestones and retro plan accordingly to schedule preparation meetings.
  • Make travel arrangements according to global business calendar imperatives; adjusting as necessary in real time  in line with company expenses policy.
  • Organize Meetings (internal & external).
• Support Leader in their time management, especially as they have a lot of project management and international travel.
• Expenses: Maintain diligent electronic record of receipts, process expenses in a timely manner and according to company policy.

Supporting CEO Office - Leadership Meeting & Events Management:

• Help in organising complex meetings with key stakeholders (governance bodies) including handling all logistical aspects: booking meeting rooms, ensuring right tech for meetings, catering etc.
• Provide the relevant tools and assistance to prepare the Leadership team meetings and ensure their efficiency:
  • Coordinating with the presenters and their assistants to achieve timely organisation for the meetings
  • Drafting appropriate emails, correspondence and invitations for meetings as well as supporting the minutes after the meeting.
  • Uploading relevant material on collaborative platforms, preparing and printing pre-read documents and books if necessary.
  • General support to the Chief of Staff / Heads of Governance
• Assisting in the organisation for the off-site seminars, site search, logistic organisation, hotel / travel arrangements, & tech requirements.

This is an impact-focused summary of the job and it’s helpful to note that responsibilities listed are not exhaustive; additional and more detailed duties will be shared during interviews.

What you will bring to the role:

• An approachable, kind and client-orientated demeanour
• Great attention to detail (in the what and the how)
• Exemplary organisation and coordinating skills
• Ability to work methodically, enjoyment in following or creating processes but the capacity not to become flustered when things do not go to plan
• Flexible in working hours
• Strong communication skills including verbal and written
• Ability to prioritise workload, requests and spontaneous scenarios
• Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround
• Demonstration of being a team-player but also able to work independently
• Professionalism and ability to act with unwavering discretion
• Your cultural curiosity and enthusiasm for building networks!
• Fluent in French is a plus.

You are energised by:

• Attempting to make work, and life in general, warmer, brighter and easier, for those around you.
• Making everything possible to ease the work and life of the team you are supporting
• Both methodical task and variety in role with challenges you may not have already faced
• ‘Thinking on your feet’-style problem-solving, whether it be a small and mundane issue or an urgent and complex one

What you would gain from this experience:

• The opportunity to work in fast paced dynamic team with exposure to , creative and inspiring Leaders.
• The breadth of topics, scenarios and people you will be exposed to in this role will help nurture prioritisation, general knowledge & communication skills.