Executive Assistant

LVMH Fragrances And Cosmetics (Singapore) Pte Ltd; Singapore; On-site; SGD 60,000 - 90,000; Full time

Job summary

LVMH Fragrances And Cosmetics (Singapore) Pte Ltd seeks an experienced Executive Assistant to provide proactive executive support, calendar management, and seamless administrative services across BPC, Beauty Tech, and Supply Chain functions. You will coordinate complex schedules, travel, events, and regional initiatives with precision and discretion.

The role requires 5+ years in executive support within multinational environments, advanced MS Office skills, and comfort using GenAI tools for

Qualifications

• Minimum 5+ years in executive support within multinational, fast-paced environments.
• Advanced proficiency in MS Office and collaboration tools (Outlook, Excel, PowerPoint, Teams).
• Comfortable using GenAI tools (CoPilot, ChatGPT) for recurring tasks.
• Excellent communication and interpersonal skills.
• High level of discretion, reliability, and responsiveness.

Responsibilities

• Executive Support & Calendar Management: Proactively manage calendar, correspondence, and meeting schedules.
• Travel & Expense Management: Coordinate all travel arrangements and prepare expense reports.
• Meeting Coordination: Organize meetings, agenda preparation, and minute-taking for complex meetings (CxO level, timezone coordination).
• Secretarial Services: Provide comprehensive executive support and ensure efficient operations.
• Regional & Global Coordination: Support Asia market coordination on initiatives.
• Management Visit & Event Logistics: Arrange venues, logistics, catering, and related preparations for visits and high-level meetings.
• Project Assistance: Assist with ad-hoc projects and assignments.

Skills

Calendar management

MS Office suite

GenAI tools

Communication

Organization

Discretion

Tools

Outlook

Excel

PowerPoint

Teams

Job description

Position

PRIMARY OBJECTIVE

• Implement proactive time and task management protocols
• Ensure Seamless Administrative and Operational Support
• Facilitate Effective Internal and External Coordination

Job responsibilities

JOB DUTIES & RESPONSIBILITIES

For BPC :

• Executive Support & Calendar Management: Proactively manage the calendar, correspondence (emails), and meeting schedules, anticipating needs and optimizing time.
• Travel & Expense Management: Coordinate all aspects of travel arrangements (agenda coordination, logistics, etc), both domestic and international, and meticulously prepare associated expense reports.
• Meeting Coordination: Organize and facilitate various meetings including scheduling, agenda preparation, and minute-taking as required. Coordinate in particular complex meetings organization (across timezone, with CxO level, etc)
• Secretarial Services: Provide comprehensive executive and secretarial support, ensuring efficient operations.
• Regional & Global Coordination: Support regional coordination efforts, liaising effectively with Asia markets on specific initiatives.
• Management Visit & Event Logistics: Coordinate management visits and high-level meetings, collaborating closely with relevant departments and Maisons to ensure seamless execution. This includes, but is not limited to, arranging meeting venues, managing logistics, catering, and other necessary preparations.
• Project Assistance: Assist with ad-hoc projects and special assignments as required

For Beauty Tech :

• Finance Administration: PO Creation, Vendor Creation coordination, Invoice reception, settlement approval and vendor payment in relation with Controller and back-office departments
• Assist with regional org chart maintenance and liaison with HQ
• Initiate quarterly governance meeting decks to be completed by domain leaders
• Support team events organization
• Support market visits preparation (logistics, agenda, scheduling, travels)
• Support office logistics (Office supplies, newcomer arrival, lockers, etc)

Supply Chain and logistics :

• Assist with meeting scheduling, organization and coordination
• Manage all travels and expenses from quotation to validation
• Assist in organizing events (with purchasing team for quotation)
• Support in market visit and visitor agenda

Profile

KEY REQUIREMENTS & COMPETENCIES

• 5+ years in executive support roles within multinational, fast-paced environments
• Advanced proficiency in Microsoft Office and collaboration tools (Outlook, Excel, Power point, Teams ..)
• Comfortable and proficient usage of GenAI tools (CoPilot, ChatGPT, etc) for recurrent tasks
• Excellent communication and interpersonal skills
• Exceptional organization & prioritization in complex environments
• High level of discretion, reliability, and responsiveness
• Ability to operate with autonomy, anticipation, and judgment