Executive Assistant

About LUXASIA

LUXASIA stands as Asia Pacific's foremost beauty omnichannel brand-builder since 1986, facilitating market entry and growth for over 100 prestigious luxury beauty brands such as Albion, Aveda, Bvlgari, Calvin Klein, Creed, Diptyque, Hermes, La Prairie, Maison Francis Kurkdjian, Montblanc, Paco Rabanne, Salvatore Ferragamo, and SK-II. The company has also formed Joint Ventures with notable names including LVMH Group, Revlon (Elizabeth Arden), Puig, Shiseido, and Orveon (Laura Mercier). It offers integrated capabilities spanning luxury retail, e-commerce, consumer marketing & analytics, and supply chain management, supported by a vibrant and diverse team of 2700 employees across 15 expanding markets.

Primary Responsibilities

• Deliver comprehensive administrative support to the Country Manager, managing calendars, organizing meetings, and coordinating travel plans.
• Serve as the main liaison between the Country Manager and both internal and external stakeholders.
• Prepare, review, and oversee correspondence, reports, presentations, and briefing documents.
• Track and follow up on action items, deadlines, and strategic projects.
• Confidentially handle sensitive information with utmost discretion and professionalism.

• Oversee daily office operations to ensure a well-organised and efficient work environment.
• Manage office supplies, equipment maintenance, vendor relations, procurement, and inventory control.
• Coordinate office facilities, including maintenance and service provider interactions.
• Support the onboarding and offboarding processes, including workspace arrangements and access permissions.
• Maintain office policies, procedural documentation, and administrative records effectively.

• Arrange and facilitate meetings, events, and workshops, managing agendas, minutes, and logistics.
• Coordinate communication between regional and global teams to ensure smooth collaboration.
• Assist with internal communications and company-wide announcements when necessary.

• Support financial activities such as expense tracking, invoice processing, and budget management related to office expenditures.
• Assist HR and finance departments with basic administrative tasks.
• Maintain precise physical and digital documentation and filing systems.

Required Qualifications and Experience

• Bachelor's degree or equivalent professional experience.
• At least 4 to 5 years’ experience as an Executive Assistant, Personal Assistant, or Office Administrator.
• Experience supporting senior leadership, preferably within multinational or corporate settings.

Skills and Competencies

• Excellent organizational and time-management abilities with attention to detail.
• Strong written and verbal communication proficiency.
• High integrity, professionalism, and ability to handle confidential matters discreetly.
• Proficiency with Microsoft Office applications including Word, Excel, PowerPoint, and Outlook.
• Capability to juggle multiple tasks, prioritize effectively, and work independently.
• Strong interpersonal skills and a proactive, solution-focused approach.

Why Work With LUXASIA?

Joining LUXASIA means becoming part of a diverse and inclusive team that values courage, innovation, and collaboration under the #OneTeam spirit. Employees are encouraged to develop their skills and unleash their potential while managing their work like entrepreneurs. LUXASIA is committed to fostering professional growth within a dynamic portfolio of over 100 luxury brands, positively impacting millions of consumers across Asia Pacific. Although challenges are part of the journey, working here offers a rewarding and fulfilling career experience.