Executive Assistant to VP/GM EMEA Markets

Job Description

1.Provide efficient administrative support to Vice President/General Manager, EMEA daily as well as with a proactive approach. Assist with daily operations as follows: • Coordinate VP’s agenda, organize meetings with the regional office team members as well as with EMEA Management, Brand Managers, and the Global teams. Coordinate meetings with external partners as well, including with Retailers’ management • Lead overall meeting preparation requirements, as well as capture actions with owners & follow-up • Book travel arrangements and process expense reports. Submit VP's monthly expense reports in Concur • Collaborate closely with Regional & Global teams to make sure that everything needed for a specific meeting is ready in advance and working properly (Power Point presentations ready and received, IT set-up confirmed and working, etc.) to ensure a smooth run of the meeting. Proactively gather all the information needed and combine all the presentation slides into one coherent deck • Coordinate the onboarding process & induction meetings for new employees of both brands
2. Continue to improve proactive planning in the preparation of all key meetings/events, with the goal to ensure preparations are started early, and meetings/events are run efficiently: • Schedule in advance all recurring team meetings for the next six months, including the weekly touch bases. • Schedule all the preparation meetings that the VP needs to have with the team before each key Regional and Global meeting that we already have in the calendar. • Anticipate future recurring meetings/events and block time slots in people’s calendars (Sephora/Douglas annual meetings, PDP key dates, Strategy LRP Review, etc.) • Proactively follows-up with all the parties involved to make sure that the presentations are ready early enough before the meetings so that the VP has time to review the content and provide feedback to the team if needed.
3. Organize seminars & key larger meetings whether these are virtual or in person.
• Coordinate all preparation meetings, as well as optimization of the running of the meeting: define how to capture actions, create group chats, post-meeting follow-up, etc. • Coordinate, liaise with Global and/or Regional key stakeholders & partners to confirm meeting dates, agenda, location, attendees and to align on any possible requirements for a given meeting • Be the lead of all organizational elements for upcoming in person meetings in post-Covid context (EMEA Brand Manager meetings for example): get involved in the organization process from the early stages through the completion of the meetings: location, agendas, gifts, set-up, attendees, transportation, catering, IT, etc.) 4. Other responsibilities: - Manage invoices payment process: Enter each supplier budget quote in ELC Market Place system and handle any additional information request or next step needed through the payment process - Ad hoc requests from the teams (including monthly products order at Oevel warehouse)
Other:
1. Assist overseas visitors with accommodation and travel arrangements including welcome gifts, letters, and itineraries
2. Manage the travel planner and monitor plan VS budget
3. PowerPoint skills to develop presentations, e.g. Strategy meetings, trade partners presentations

Assist with traditional administration and tasks such as:

Administers diary / agenda
Arranges travel (flights, hotels, meetings)
Sets up and maintains a filing system
Keeps all files and distributes communications
Manages e-mail correspondence and all calls and handles requests as required
Follows up on correspondence
Summarizes information from various sources
Conducts research and or identifies articles / items of relevance in newspapers, magazines, journals, or online as requested/required etc.
Initiates, executes, and concludes any special projects defined by manager
Performs and maintains administrative record keeping as appropriate such as
Maintains attendance records and holiday dates (for team)
Orders office supplies
Ensures proper functioning of faxes / printers etc. via support functions

Liaise with retailers, ELC teams within the regional environment, markets & NY office personnel

Assists in obtaining answers to questions
Schedules and arranges meetings
Coordinates flow of information with internal and external groups
Works with markets to prepare agendas/schedules for visitor market visits
Assist with organizing and tracking financial related information:

Maintaining up to date files with all monthly, quarterly and year end reports.
Ensures timely receipt of the relevant information from NY, the markets, etc.
Monitors travel budgets
Pre checks invoices for approval

• Ability to manage multiple activities
• Organization skills, interest and demonstrated desire for administration process excellence
• Strong interpersonal and diplomacy skills
• Ability to work independently and autonomously
• Strong skills in Excel, PowerPoint, Outlook
• Fluency in French & English
• University degree or equivalent
• Knowledge of social media platforms
• 5 years minimum in a similar position