Administrative Assistant - Arts, Culture & Heritage Office

Chanel is looking for a highly organised, detail-oritented, proactive Administrative Assistant to support the Arts, Culture & Heritage office. This role is pivotal in ensuring seamless day-to-day operations, with a strong emphasis on executive scheduling, travel coordination, expense management, and administrative excellence across the department., Executive Support:

• 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.
Travel & Expenses:
• 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.
Administrative Operations
• Proactively maintain contact databases, distribution lists, and shared team resources.
• Handle the mailing process for internal publications as well as Christmas gifting and cards.
Operational Excellence:
• 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., PLEASE NOTE: When attaching your CV or work examples it is very important that you name your files to include your name and not just "cv.doc" or "curriculum vitae.docx" or "my_illustration.jpg". Instead use a format like this "joe_bloggs_cv.docx"
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• Proven experience in an administrative role.
• Exceptional organisational and time-management skills.
• Detail-orientation is paramount to succeed in this role.
• Proficiency with PowerPoint and Excel, Concur Travel & Expenses, and calendar management tools
• Discretion, diplomacy, and a proactive mindset
• Strong adherence to business ethics and compliance policies.
• 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
• Knowledge of AI is a plus