Executive Assistant Perfume Business Unit

vor 22 Stunden

Neuchâtel, Schweiz Bulgari Horlogerie SA Vollzeit

Reporting directly to the Perfume Business Unit Managing Director, you will have these main responsibilities :

Accountabilities

Administrative support to the Perfume Business Unit Managing Director & International Sales Director:

  • Maintains executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
  • Organization of agenda and coordination of meetings.
  • Management of travel expenses reporting.
  • Internal communications management.

Support the organization of various fairs and events:

  • Support the organization of the Tax Free World Association (TFWA) Conference in Cannes & Internal Sales & Marketing meeting.
  • Support to the organization of accommodations, transfers and events and coordinate invitees list and agenda.
  • Leader and host of the BVLGARI booth in the conference.
  • Schedule interviews with journalists.

Office management:

  • Organize internal events for our employees (Christmas Party, Swiss annual meeting, Townhall).
  • Propose and lead initiatives to make our Parfums BU a better place to work.
  • Maintain office supplies by checking stock to determine inventory level; anticipating needed supplies, evaluating new office products, placing and expediting orders for supplies and verifying receipt of supplies.
  • Office management support and coordination of requests regarding company cars, mobile phone as well as IT and HR needs.

Other administrative tasks:

  • Client database and manage the customer information service for perfumes.
  • Shipments of fragrances and documents via courier and regular mail.
  • For new comers, liaise within the Business Unit to organize induction meetings with key stakeholders.
  • Follow-up and coordination of the legal contracts by sending appropriate documents to Distributors and Accounts (Retailers) for validation and signature.
  • Collaborate with legal in Rome for specific requests of the Business Unit.
Profile

You are an energetic & positive Executive Assistant with previous exposure to an international company and used to work in a dynamic and complex environment. You are recognized for your can-do attitude, your sense of service and your availability and drive.

You have interest for the luxury, beauty and jewels industries, and appreciate the sensitivity behind operating in the high-end part of the market. You have a very good command of MS office, especially with PowerPoint.

Reliable, you have the capacity to organize, to communicate and to bring solutions. You have initiative and you are autonomous, you know how to manage several projects in a simultaneous way and work in a timely manner, sometimes with incomplete information and under tight deadline.

Being strongly customer focused with a high product sensitivity, you are dedicated to meeting the expectations and requirements of your internal and external clients. Your entrepreneurial mind-set enables you to deal with ambiguity and you are able to maintain high degree of confidentiality.

Finally, you are fluent in French and in English, Italian is an advantage.

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