Intellectual Property Executive Assistant

How will you make an impact? HOW WILL YOU MAKE AN IMPACT?

1. Assistant Role to the Chief IP Counsel and to the CAR and VCA Head IP Counsels  

Providing all necessary administrative support - managing diaries, travel organisation/logistics/reservations, agendas and expenses Producing reports / presentations, drafting emails and other types of documents, proof reading documents and creation of necessary IP Team guidelines / documents Acting as one of the principal contacts in coordination with the IP Assistants Team for the IP management and IP Team for any enquiries from the business SPCCs & Annual Strategic meetings – liaising with Richemont Marketing for agendas and necessary documents needed for IP management to provide IP input Updating and analysing the IP Management spreadsheet Handling the communication for the Geneva IP Department as required, such as internal procedures, external agents billing...

2. General Administrative Support to the IP Team - (in coordination with IP Team

Assistants) 

Assisting in producing reports, documents and presentations on - Excel / Word/ PowerPoint. Managing hard copy filing, e-filing and the archiving and retrieval of documents as and when required. Ensuring smooth operation of office equipment – printers, photocopiers, scanners etc and reporting incidents as necessary – as well as the purchases of office stationery when necessary Managing onsite visitors - recording and passing on of accurate messages (phone or otherwise) Managing the timely circulation and formatting of Reports Assisting in opening and distributing daily post to IP Team members Assisting in the formatting, reviewing and ensuring the due delivery of POAs, legalisations, contracts, letters, legalisation/notarisation of documents SAP – Invoices (including purchase order creations) and assisting in the Master Vendor Data process with other support staff (for creations and updates) On boarding & off boarding of new/old employee as necessary Organizing IP Team Meetings, preparing the corresponding agenda & action points – Lawyers’ meetings, Assistants’, and Paralegals’ meetings Assisting in the organisation of internal as well as External Agents / Visitors’ Presentations and Trainings to the Team On an exceptional basis only, providing assistance to IP Team members for long haul travel reservations (flights & hotel) Assisting DocuSign requests for the IP Team – despatching documents for e-signature in coordination with IP Team Assistants (Geneva & London) Providing assistance to the IP Team for POA procedures as and when needed in coordination with Geneva based IP Team Assistant

3. IP Team Coordinator Role with other Group Functions (in coordination with IP Team

Assistants)

Coordination of IP Team administrative work involving other Group Functions Liaising and maintaining close relationships with Executive Assistants and Coordinators of main business stakeholders of the organisation

4. IP Team Cost Centre Budget and Maison IP Budget

Following up, extracting and compiling Maison IP Budgets and monitoring of IP funds to WIPO and IGE/IPI with the accounting team (Geneva) In close collaboration with the IP Team Assistant (Geneva) and the Villars-sur-Glâne Accounting team, reviewing department payments processes Updating IP Agents / Vendors list and email list with IP Team Assistant (Geneva) Sending reminders / update information to IP Agents and Vendors as and when necessary, with IP Team Assistant (Geneva). Annual review with Treasury Department to update Maison bank details and Guidelines with IP Team Assistant (Geneva). Act as a liaison between IP, Finance and Controlling regarding Maisons and IP Team budgets IP Team Cost Centre Budget Management

5. Events Organisation

Liaising with Business Centre and Le Chalet staff for catering (meetings, events, external visitors) with IP Team Assistants (Geneva & London)

HOW WILL YOU EXPERIENCE SUCESS WITH US?

Sense of loyalty Professional attitude, integrity, and discretion are required  Outstanding organizational and time management skills and sense of responsibility, calm and able to handle complex situations  Ability to handle multiple tasks/projects at the same time, including last minute changes and requests, adaptable and flexible  Able to take initiative and capable of anticipation  Task-focused, able to meet tight deadlines and set priorities according to business needs Strong problem-solving skills  Attention to detail and accuracy Team player  Excellent communication skills (written and verbal) with dynamic and easygoing personality  Ability to communicate appropriately at all levels Self-learner, self-starter, curious, creative and "out of the box" attitude 

Experience, Language Proficiency & Skills  

At least 5 years in a similar role in an international environment  Fluency in English - French Good presentation On occasion, ability to work flexible hours as required by project demands in a changing environment  Strong computer skills (word, Excel, Outlook, PowerPoint, SharePoint, SAP) and computer and technology-savvy  Senior profile with an open mindset, rigorous and highly organised, with a sense of confidentiality and discretion A previous experience of the Luxury Industry and its codes is a plus

WHAT MAKES OUR GROUP DIFFERENT?

Our true power does not lie in our similarities but in the rich diversity of our arts, cultures, and human skills, as well as our specific ability to foster untapped potential.

- We value freedom, collegiality, loyalty, and solidarity.
- We foster empathy, curiosity, courage, humility, and integrity.
- We care for the world we live in.

YOUR JOURNEY WITH US:

1. If your application is selected, we will reach out to you ASAP for an informal introductory call with the Talent Acquisition Partner.

2. The next step from there would be a set of interviews including with the Hiring Manager and HR Manager.

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