Executive Assistant

SEPHORA; Singapore; On-site; SGD 60,000 - 90,000; Full time

Job summary

Sephora SEA seeks a highly organized Executive Assistant to support the Vice President and senior leaders. The role focuses on seamless operations, effective communication, and strategic support in a fast-paced environment.

You will manage calendars, coordinate travel, prepare correspondences and reports, handle expense processing, and assist in governance of strategic initiatives. This position requires discretion, professionalism, and strong collaboration across teams.

Qualifications

• Experience supporting C-level or senior executives.
• Strong organizational and multitasking abilities.
• Excellent written and verbal communication skills.
• Proactive problem-solving and confidentiality.
• Proficiency with MS Office and related software.

Responsibilities

• Proactively managing the Vice President’s calendar and meetings.
• Coordinate travel itineraries, accommodations and logistics.
• Prepare and edit high-quality correspondence, presentations, and reports.
• Manage and reconcile expense reports in accordance with policy.
• Support in developing presentations and materials for internal/external audiences.
• Act as gatekeeper and manage sensitive communications with discretion.
• Coordinate logistics for meetings and events, including in-person and virtual setups.

Skills

Executive support

Calendar management

Travel coordination

Verbal & written communication

MS Office

Tools

MS Office

Job description

At Sephora, beauty is about feeling seen, valued, and empowered, individually and collectively. It is connecting deeply with others, celebrating diversity and inclusivity, unlocking your potential and making a difference every day. Together, we belong to something beautiful.

Sephora SEA’s omni channel business spans over 8 countries (Australia, India, Indonesia, Malaysia, New Zealand, the Philippines, Singapore and Thailand) with 100+ stores and boasts some global flagships such as ION and Raffles City in Singapore, F88 in Kuala Lumpur and Pitt Street in Sydney. Sephora SEA is experiencing rapid growth in the region with new store openings and business channels (i.e., Click and collect and marketplace).

Executive Assistant

We are seeking to hire a highly organized, dynamic, and proactive Executive Assistant who thrives in a fast-paced environment. The successful candidate will serve as a trusted partner to the Vice President / Leaders within the Strategic Committee, ensuring seamless operations, facilitating effective communication, and contributing to the achievement of key strategic objectives. The role will require a combination of strong organizational skills, excellent communication skills, and a proactive approach to problem-solving.

You will shine here if you enjoy…

• Proactively managing the VP’s calendar, optimizing time allocation, and prioritizing critical engagements
• Coordinating all aspects of travel arrangements, including itineraries, accommodations, and logistics, ensuring seamless and efficient travel experiences
• Preparing and editing high-quality correspondence, communications, presentations, and reports, ensuring clarity and accuracy
• Managing and reconciling expense reports, ensuring timely and accurate submissions that are compliant with company policies
• Utilizing accounting system for invoice processing, managing accounts-related documentation, ensuring accuracy in claims and department budget management

Strategic Initiative Support

• Attending meetings with the Vice President when required, capturing detailed minutes, and tracking action items to ensure accountability and progress
• Assisting in the development of presentations and other materials for internal and external audiences when required

Event Management and Coordination

• Planning, organizing, and executing events, including conferences, meetings, and client engagements
• Managing all logistics and ensuring flawless execution of events
• Negotiating contracts with vendors and managing event budgets effectively
• Arranging cross-departmental workshops or offsites when required to foster collaboration on key projects
• Coordinating logistics for both in-person and virtual meetings which includes setting up video conferencing equipment, arranging seating, providing refreshments if needed, and ensuring connectivity for remote participants

Strategic Committee Liaison with Leadership Team

• Facilitating communication and collaboration between the Vice President and the members of the Strategic Committee
• Preparing and distributing meeting agendas, supporting materials, and follow-up reports
• Tracking action items and ensuring timely completion

Confidentiality and Discretion

• Handling sensitive information with the utmost discretion and maintaining strict confidentiality
• Acting as a gatekeeper, screening communications, and managing access to the Vice President

We would love to hear from you if you are/have…

• Proven experience as an Executive Assistant supporting C-level executives
• Strong organizational and multi-tasking abilities
• Excellent written and verbal communication skills
• Proficiency in MS Office (Word, Excel, PowerPoint) and other relevant software
• Experience with accounting / expense management systems is a plus
• Ability to handle sensitive information with discretion and maintain confidentiality
• Exceptional attention to detail and problem-solving skills
• High level of professionalism and interpersonal skills
• Flexibility to adapt to changing priorities and deadlines
• Experience with copilot and other AI tools is an advantage

Here, you will find:

• Community, in which authenticity is embraced, and the strength of our differences fuels our collective spirit
• Culture of empowerment, learning & growth, that offers you the tools, space and opportunity to learn, innovate and lead
• Work that brings fulfilment, from delighting clients every day, to inspiring our industry at large, every action makes a difference

It is in the Sephora DNA to champion a world of inspiration and inclusion where everyone can celebrate their beauty. You can be yourself, because you are what sets us apart. Join us and belong to something beautiful.

Sephora is proud to be an equal opportunity workplace for all. We do not discriminate in recruitment, hiring, training, advancement, or other employment practices. We celebrate diversity and are committed to creating and fostering an inclusive environment for all employees.