Are you a highly organised, proactive, and discreet administrative professional looking for a dynamic role within L'Oréal? We are seeking a dedicated Business Assistant to provide comprehensive administrative and personal support to an Executive and contribute to the smooth operation of our team.
This is a pivotal role requiring exceptional organisational skills, the ability to manage complex diaries with discretion and proactivity, and the flexibility to switch between varying priorities and stakeholder requests. You will work closely with your peers to ensure diaries are effectively prioritised and managed, always with a keen eye for detail. Your excellent communication skills will be key in managing a wide range of responsibilities efficiently, while your unwavering commitment to maintaining confidentiality is paramount.
Key Responsibilities
Provide essential business support to Mancom members, with occasional assistance for broader teams.
Manage complex diaries with the utmost discretion and proactivity, adapting to shifting priorities and stakeholder needs.
Collaborate closely with peers to ensure effective diary prioritisation and seamless scheduling.
Execute full diary management and proactive forward planning for all meetings.
Coordinate travel arrangements, accommodation bookings, and process expenses efficiently.
Manage internal and external product orders as required.
Handle Purchase Order (PO) raising processes.
Organise team events on a quarterly basis, with occasional monthly support.
Arrange agendas and provide support for national, international, and field visits, including room bookings, catering arrangements, technical support coordination, minute-taking, and relevant travel and accommodation logistics.
Organise occasional Away Days, Christmas parties, team night outs, and other Divisional meetings within set timeframes and budgets.
Arrange inductions for new team members, schedule interviews, and organise mid and end-of-year reviews.
Key Deliverables & Expected Outcomes
As a successful Business Assistant, you will be expected to:
Consistently meet deadlines for all assigned tasks and projects.
Ensure diaries are impeccably organised and managed precisely as per managers' requests, facilitating their efficiency.
Manage all stakeholder requests efficiently, providing timely and effective responses.
Handle all confidential and sensitive information with the utmost discretion and integrity.
Serve as a professional and reliable first point of contact for both internal and external stakeholders.
Demonstrate strong planning and organisational skills in all aspects of your work.
Maintain a high degree of accuracy in all tasks, contributing to flawless execution.
Who We're Looking For
You are a professional who thrives in a fast-paced corporate environment, capable of juggling numerous tasks and projects simultaneously. You possess a high degree of initiative, common sense, and sound judgement, always maintaining a professional demeanor and a strong customer service philosophy. Your ability to anticipate needs and maintain strict confidentiality is essential.
Requirements
Previous Executive Assistant experience within a fast-paced corporate environment is highly desirable.
Advanced working knowledge of Microsoft Office Suite (Outlook, Word, PowerPoint, Excel).
Able to juggle numerous tasks/projects simultaneously and effectively prioritise competing demands.
A flexible and adaptable approach is essential.
Proven track record of operating with a high degree of sensitivity and maintaining strict confidentiality.
Highly organised, proactive, and demonstrates strong initiative, common sense, and sound judgement.
Exceptional written and verbal communication skills with a strong command of English grammar and spelling.
Ability to interact effectively and diplomatically with all levels of the organisation and external contacts.
If you are a highly organised, adaptable, and discreet professional ready to take on this challenging and rewarding role, we encourage you to apply.
