Administrative Assistant – Arts, Culture & Heritage

CHANEL; London; On-site; GBP 80,000 - 100,000; Full time

Job summary

A luxury fashion house is seeking a highly organized Administrative Assistant to support its Arts, Culture & Heritage office in London. The role involves managing complex schedules, organizing travel, and ensuring effective day-to-day operations. Ideal candidates will have strong organizational skills and experience in administrative roles. This position offers the chance to work closely with leadership and participate in exciting projects.

Benefits

Collaboration with an inspiring Leadership Team

Opportunities for personal growth

Qualifications

• Exceptional organizational and time-management skills.
• Strong adherence to business ethics and compliance policies.
• Ability to build productive working relationships across all levels.

Responsibilities

• Manage complex calendars and schedule meetings across time zones.
• Organise detailed travel itineraries and process expense reports.
• Maintain contact databases and oversee internal publications.

Skills

Organizational skills

Time-management

Proficiency in Microsoft Office Suite

Discretion

Strong written and verbal communication

Tools

Coupa

Concur Travel & Expenses

Calendar management tools

Job description

Location : London Headquarters, UK

Reports to : Head of Governance and Global Coordination

Contract : Permanent, Full-time

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.

We are seeking a highly organized and 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.

WHAT IMPACT YOU CREATE AT CHANEL

• Executive Support

  • Work with the Chief of Staff – Arts, Culture & Heritage to manage complex calendars, including scheduling internal and external meetings across time zones.

  • Update and maintain the event invitation tracker.

  • Ensure appropriate food and beverage provisions are available for scheduled meetings and executive gatherings.

Travel & Expenses

• Organise 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.

• Oversee 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.

YOU ARE ENERGIZED BY

• Striving to make work and daily life warmer, brighter and easier for those around you.

• Both methodical tasks and a variety of challenges you may not have already faced.

• Thinking on your feet – problem-solving, whether it is a small and mundane issue or an urgent and complex one.

WHAT YOU WILL BRING

• Exceptional organizational and time-management skills.

• Proficiency in Microsoft Office Suite, Coupa, Concur Travel & Expenses, calendar management tools; 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.

WHAT CHANEL CAN OFFER YOU

• The opportunity to collaborate with an inspiring Leadership Team within Chanel’s Arts, Culture, and Heritage, engaging directly with some of the most exciting parts of the House’s history and future.

• The breadth of topics, projects, and people you will encounter in this role will nurture your ability to prioritize, while deepening your knowledge and strengthening your communication skills.

At Chanel, we are focused on creating an inclusive culture that nurtures personal growth, contributing to collective progress. We believe the uniqueness of each individual increases the diversity, complementarity, and effectiveness of our teams. We strongly encourage your application, as we value the perspective, experience, and potential you could bring to Chanel.