Division Assistant & Retail Administration

Chanel, Inc.; Hong Kong; On-site; HKD 300,000 - 480,000; Full time

Job summary

Chanel Hong Kong division seeks a Division Assistant to serve as the operational anchor, delivering executive support to the General Manager and managing divisional administrative workflows, planning materials, and analytical reports.

You will coordinate executive logistics, annual meeting calendars, budgeting, and onboarding, while supporting retail administrative operations and CSR initiatives with discretion and agility.

Qualifications

• Experience supporting senior executives in multinational environments.
• Strong planning, time management and organizational abilities.
• Excellent written and verbal communication in English and Chinese.
• Proactive, discreet problem-solving and adaptability.

Responsibilities

• Lead end-to-end calendar management, scheduling, travel logistics, and meeting materials.
• Develop and manage annual meeting calendars and coordinate agendas.
• Monitor and track budgets and financials within divisional scope.
• Support retail administrative operations and frontline processes.
• Coordinate onboarding for new team members and 100-day integration.

Skills

Executive support

Organizational & influencing

Interpersonal & communication

MS Office proficiency

Tools

MS Office

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.

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).

Chanel is a world leader in creating, manufacturing and distributing luxury products, including Ready-to-Wear, Accessories, Fragrances, Makeup, Skincare, Jewellery and Watches. Founded by Gabrielle Chanel in 1910, the House remains dedicated to quality craftsmanship and offering high-end creations. At present, Chanel employs more than 32,000 people worldwide. As an independent company, its core values are grounded in: Exceptional creation and client experience Nurturing human potential Having a positive impact – on people, the environment and communities around the world. As part of this, the House promotes arts, culture and creativity, while investing significantly in key areas including research & development, sustainability, and innovation. Chanel is dedicated to creating the conditions for people to perform at their best, building on their strengths and enabling them to benefit from new opportunities. It offers a unique working environment where people are given time to understand the brand, the business, and develop their personal motivations. This means everyone can grow, continue to be inspired and feel included, now and in the future. The company fosters true collaboration and respect for all, grounded in the belief that diversity is essential to the success of the organisation and its people. Chanel remains committed to rewarding people competitively, as well as offering initiatives such as wellbeing programmes, learning and development opportunities, and parental leave for all parents globally.