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Team Assistant

Сфера деятельности: Administrative & Assistantship

Тип должности: Fix Term

Тип занятости: Full - Time

Место расположения: Shanghai

Страна: China

Key Job Accountabilities

Takes responsibility for the administrative and organizational follow-up of the RDVM team's activities

  • Be the first touch point for the division and DMI for RDVM ASIA
  • Gathers, communicates, and dispatches information throughout the team.
  • Takes care of all administrative and technical assistance: calendar management, reception of calls, organization of business travel, entering receipts for expenses, processing mail, preparing responses, orders for office equipment, DED setup (NA + SAPMENA Production, PLV, 3D …)  etc.
  • Follow department budget with finance team
  • Follow IT activity. Computer, expertise licenses from outside such as SKP up AutoCAD etc.… and internal license for the APAC RDVM community displayer framing tolls etc...)
  • Checks emails daily to act/alert if required.
  • Organizes and coordinates the manager's activities.
  • Coordinates the arrival of new employees (transfer files, FIT course planning, IT and telephone requests, etc.).
  • Puts together and maintains files and aids for internal and external meetings, and drafts reports.
  • RDVM process, Project tracker, sustainability report, convergence report, newsletter, best practices etc.…
  • Handles delicate and unexpected situations and facilitates the resolution of ongoing problems.
  • If necessary, works in partnership and shares some of his/her assistantship activities with another assistant.

ORGANIZES/OPTIMIZES THE ACTIVITY OF THE TEAM

  • Handles the team's calendars.
  • Anticipates, takes the initiative, and handles priorities.
  • Carries out all activities while displaying a sense of service, availability, and responsiveness.
  • Takes responsibility for all or part of a project
  • Coordinates the advancement of projects with internal or external partners
  • Local & Overseas Courier Arrangement
  • Stationery and expertise stationary Order
  • SAP Warehouse Product / PLV Order
  • MIS Request Management (Software license skp. AutocaD displayer…, IT issues, system access request...etc.)
  • My market vendor & purchase order creation
  • Administrative relation management with vendors

SORTS, RE-PROCESSES, AND DISTRIBUTES INFORMATION

  • Drafts simple or complex responses to letters and emails.
  • Summarizes and analyzes important points in the responses made with the division, DMI and countries RDVM.
  • Identifies useful documents and information within the department's sector and handles their distribution.
  • Coordinate attending and organization of important meeting ( SAM, IM RDVM seminar for RDVM NA community…) through teams or by travel after travel ban.

HANDLES ADMINISTRATIVE ACTIVITIES

  • Implements administrative tasks relevant to his/her area of activity and reports on it.
  • Updates administrative and/or technical data (indicators and monitoring tools).
  • Uses the professional applications available for his/her activity. ( teams, excel, Office suite etc..)
  • RDVM Contact list update
  • Retail design epot consolidation
  • Book production
  • APAC monthly meeting schedule ( RDVM purchasing Brand DMI Countries etc.) and reservation
  • Luxe RDVM e-Seminar organisation + offline
  • Packaging PLV
  • Adhoc request

Technical / Professional Competencies:

  • Strong organizational, time management and interpersonal skills are required Good working knowledge of all Adobe and office package ( MAC and PC),
  • Mandarin, English, fluent. French could be a plus
  • Able to work independently within an international team environment (cultural knowledge)
  • Interest and show an awareness of and curiosity for Luxury, design and cosmetic sector (vocabulary, rules, processes, network, etc.).
  • Kindness, Humble, confidential required
  • within the team.