Chief Officer jobs in United Kingdom

Executive Assistant to Global Chief Communications Officer

Location: London Headquarters, UK

Reports to: Global Chief Communications Officer

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.

As Executive Assistant to the Global Chief Communications Officer, you will play a pivotal role in enabling smooth day-to-day operations and supporting strategic priorities. Based in London, you will work closely with the Global Communications leadership team and their EAs to ensure efficient ways of working with the team and wider teams. You will become a valuable part of the Chanel executive assistant community working together on agendas, as well as collaborating with the CEO office as needed for company meetings.

Provide extensive administrative support to the Global Chief Communications Officer, ensuring seamless coordination across complex, fast-moving schedules:

• Manage their diary in complete coordination with the diaries of their team, their peers, as well as business partners and company events.
• Coordinating meetings and events across time zones, adjusting to shifting priorities, and anticipating needs. Manage and continually adapt a very busy agenda, whilst understanding the shifting priorities (sometimes this may mean reorganising time and space at the last minute).
• Coordinate travel arrangements according to global business calendar imperatives and personal needs; observe travel policies in real time as well as company expenses policy. Book hotels, taxis, car services and related logistics for business travel and sometimes for company sponsored events, including last-minute changes.
• Compose and prepare correspondence, in English and French as needed.
• Organise all aspects of individual, small group or large group or team meetings (with both internal & external and external partners), paying keen attention to detail and logistics, ensuring meeting space, travel times, transportation and any meals or catering are well organised.

• Co-ordinate briefing packs and documents.
• Proactively support time management: managing meeting flow, including meeting reminders, confirming attendance and appointments, tracking follow-ups, adjusting plans when necessary and ensuring materials and refreshments are prepared when needed.
• Support the Global Chief Communications Officer in long term schedule planning – 18 months ahead.
• Manage reoccurring and ad hoc tasks: ordering stationary, gifting, internal coordination with PR and external orders, FedEx/DHL/mailing requests, maintaining gifting storage and preparation logistics, printing, writing correspondence and cards, manage subscriptions, manage and maintain stakeholders contacts.
• Expenses: Maintain diligent electronic record of receipts, process expenses in a timely manner and according to company policy and proactively monitor the status of expenses and payment deadlines.
• Act as a key support in inbox and information flow management, including reviewing and flagging emails, helping prioritise key messages and follow-ups, while respecting information governance guidelines.

This is an impact-focused summary of the job and it’s helpful to note that responsibilities listed are not exhaustive and may evolve over time as the needs of the function develop.

• 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’-style problem-solving, whether it be a small and mundane issue, or an urgent and complex one.

• An approachable, kind and client-orientated demeanour, with resilience and flexibility.
• Great attention to detail and the people experience.
• Exemplary organisation and coordinating skills.
• Ability to work methodically, enjoyment in following or creating processes, with the capacity to stay calm and productive when there are changes or things do not go exactly to plan.
• Strong communication skills, both verbal and written, with fluency in English and French.
• 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 times.
• Demonstration of being a team-player but also able to work independently.
• Professionalism and ability to act with unwavering discretion and maintain confidentiality.
• Curiosity and enthusiasm for building networks and relationships.
• Previous experience in an Executive Assistant role (5+ years), ideally within a global or complex organisation.

• The opportunity to work with an inspiring Leadership Team Member in the context of the creation of the Global Communications function at Chanel.
• The breadth of topics, scenarios and people you will be exposed to in this role will help nurture your capabilities in prioritisation, as well as building your general knowledge and 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.