Chanel is looking for a highly organised, detail-oritented, proactive Administrative Assistant to support the Arts, Culture & Heritage office.

This role is pivotal in ensuring seamless day-to-day operations, with a strong emphasis on executive scheduling, travel coordination, expense management, and administrative excellence across the department.

Key Responsibilities of the Administrative Assistant…

Executive Support:

• Work under the direction of the Chief of Staff – Arts, Culture & Heritage to manage complex calendars, including scheduling internal and external meetings across time zones.
• Update, maintain and evolve the event invitation tracker.
• Ensure appropriate food and beverage provisions are available for scheduled meetings and executive gatherings.
• Make sure meetings are kept to time and that all preparatory materials have been gathered and communicated ahead of time.

Travel & Expenses:

• Organise and plan detailed travel itineraries, including flights, accommodations, visas, and ground transport.
• Process expense reports in a timely and accurate manner, ensuring compliance with internal policies for the President of Arts, Culture & Heritage, as well as other team members.

Administrative Operations

• Proactively maintain contact databases, distribution lists, and shared team resources.
• Handle the mailing process for internal publications as well as Christmas gifting and cards.

Operational Excellence:

• Ensure confidentiality and discretion in all matters related to the Arts, Culture & Heritage office.
• Collaborate with other assistants and departments to ensure alignment and continuity.
• Proactively identify and implement process improvements to enhance administrative workflows, especially by considering how AI could bring more efficiency.

What Chanel is looking for:

• Proven experience in an administrative role.
• Exceptional organisational and time-management skills.
• Detail-orientation is paramount to succeed in this role.
• Proficiency with PowerPoint and Excel, Concur Travel & Expenses, and calendar management tools
• Discretion, diplomacy, and a proactive mindset
• Strong adherence to business ethics and compliance policies.
• Strong written and verbal communication in English. Notions of French will be appreciated.
• Ability to build productive working relationships across all levels and teams, globally and locally
• Knowledge of AI is a plus

At CHANEL, we are focused on creating an inclusive culture that nurtures personal growth, contributing to collective progress. We believe the uniqueness of each individual increases the diversity, complementarity and effectiveness of our teams. We strongly encourage your application, as we value the perspective, experience and potential you could bring to CHANEL.