Division Assistant & Retail Administration

CHANEL; Hong Kong; On-site; HKD 420,000 - 640,000; Full time

Job summary

Chanel Hong Kong seeks a Division Assistant to act as the operational anchor for the division, supporting the General Manager with high-level executive tasks and critical administrative workflows.

You will coordinate calendars, travel logistics, budgeting, and onboarding, while ensuring governance across meetings and communications. The role requires discretion, organization, and proactive problem-solving in a fast-paced luxury retail environment.

Qualifications

• Proven track record providing senior executive support.
• Strong planning, scheduling, and prioritisation abilities.
• Excellent written and verbal communication in English and Chinese an asset.
• Ability to navigate multiple priorities with discretion and proactive problem-solving.

Responsibilities

• Lead end-to-end calendar management for the GM.
• Coordinate budget tracking and business planning materials.
• Prepare executive meeting materials and travel logistics.
• Oversee onboarding and integration for new team members.
• Support governance and timelines for division-wide initiatives.

Skills

Executive Support

Calendar Management

Budget Tracking

Onboarding & HR Coordination

Tools

MS Office (PowerPoint, Word, Excel)

Job description

As the Chanel Division Assistant in Hong Kong, you will serve as an essential operational anchor, driving business efficiency and seamless coordination across the division. In this multifaceted role, you will deliver high-level executive support to the General Manager while managing critical divisional administrative workflows, business planning materials, and analytical reports.

Operating as a central hub of communication and governance, you will orchestrate executive logistics, oversee annual meeting calendars and budget tracking, facilitate retail administrative operations, and coordinate new team member onboarding. This position requires exceptional organization, proactive problem-solving, and the ability to navigate diverse priorities with discretion, agility, and attention to detail.

What Impact You Can Create At Chanel

• Provide Executive Support for the GM: Lead end-to-end calendar management, resolve scheduling conflicts, manage professional correspondence, organize travel logistics, and prepare comprehensive meeting materials.
• Drive Divisional Governance & Meeting Planning: Develop and manage the comprehensive annual meeting calendar, coordinate agendas and logistics for internal and external meetings, and oversee working timelines for budget and alignment milestones.
• Monitor T&E Budget & Financial Tracking: Collaborate with Finance and Divisional Leads to plan annual Travel & Entertainment budgets, tracking expenses against allocations and identifying cost-optimization opportunities across financial cycles.
• Facilitate Retail Excellence & Frontline Operations: Prepare regular business planning materials (target setting, incentive calculations, Research data), manage POS daily supplies and licensing, oversee uniform ordering, and drive "Retail Green" CSR initiatives alongside client reward logistics.
• Coordinate Seamless Onboarding: Support new staff integration across their 100-day program, coordinating setup and scheduling to ensure smooth transitions into the division.

You are energized by

• Innovative Problem-Solving: Finding creative approaches to complex tasks, balancing multiple priorities, and thriving in dynamic, ambiguous environments.
• Courageous Collaboration: Challenging the status quo, influencing key topics, and facilitating meaningful dialogues across all organizational levels in a non-hierarchical spirit.
• Operational Excellence: Bringing order, structure, and seamless governance to fast-paced business operations and executive commitments.
• Building Partnerships: Interacting with diverse teams and fostering strong, trust-based working relationships across functions.

What You Will Bring

• Executive Support Experience: Proven track record supporting senior executives and business leaders within multinational organizations.
• Organizational & Influencing Skills: Outstanding planning, time management, and organizational abilities, with a demonstrated capability to drive impact through influence.
• Interpersonal & Communication Mastery: Excellent verbal and written communication in English and Chinese (translation capabilities an added advantage), combined with high empathy, humility, and active listening.
• Adaptability & Technical Savvy: Open-minded approach to discovering new methods, strong business sensitivity, and advanced proficiency in MS Office (PowerPoint, Word, Excel).