The Estee Lauder Companies Brand Assistant, Bobbi Brown, Jo Malone and Frederic Malle, Travel Retail APAC in Ang Mo Kio, Singapore

Brand Assistant, Bobbi Brown, Jo Malone and Frederic Malle, Travel Retail APAC

Brand: Bobbi Brown

Description

PRIMARY FUNCTION

Provide secretarial support to the Regional Director (RD), and administrative support to Travel Retail (TR) BB/JML/FM team in Asia Pacific.

RESPONSIBILITIES

1) Secretarial

  • Screen all telephone calls, faxes and visitors and direct them to RD or other team members according to priorities.

  • Be contact point for (TR) BB/JML/FM team members and TR Leadership team via Outlook Calendar management

  • Assist RD in tracking progress, issues and deadlines of projects and take necessary steps to keep projects on course.

  • Schedule appointments and make travel and hotel arrangements for RD (and on occasion for other team members upon RD request or for group travel) and ensure that all travel agendas/trip files are accurately documented

  • Assist RD in T&E claims, maintain business contact file and key info files for RD

  • Requisition of stationery / name cards for the team

  • Maintain/update project and team personnel files for easy retrieval

  • Assist various teams in the organization of regular and adhoc meetings, conferences and assignments, e.g. Sales Cycle Meeting, Tax Free Exhibition, Office and Team meetings, Breast Cancer Awareness Program, Consultant or other conferences upon request

  • Orientate new members of the team (in Singapore) to system processes, administrative aspects wherever necessary

  • Assist RD in creating / modifying presentations as and when needed

2) Administrative

  • Distribute incoming documents/mail/faxes for (TR) BB/JML/FM team daily.

  • Collate/consolidate reports: monthly Retail Sales report for the Asia/Pacific Region; quarterly and yearly retail sales reports for analysis; daily sales reports to (TR) BB/JML/FM team; Quarterly Door Profile document update and distribution.

  • Processing of DIFs (Destruction-in-field forms) and RAFs (Return Authorization Forms) for APAC region.

  • Maintain updated Consultant records (work with Education Assistant on Consultant headcount and service records including long service award coordination)

  • Maintain contact (phones, emails, addresses), organization chart and leave records of (TR) BB/JML/FM team

  • Arrange event-related gifts/gatherings for TRD (TR) BB/JML/FM team such as birthdays and weddings

  • Responsible for purchase and storage of (TR) BB/JML/FM products and stationery for TRD (TR) BB/JML/FM team.

  • Maintain and update the Purchase Order file and submit a monthly summary report to Finance department.

  • Update when requested: monthly retail sales in the system, (TR) BB/JML/FM APAC OneDrive/ SharePoint reports, NY records.

3) Marketing

  • Disseminating of samples, testers and collaterals to designated customers/vendors as requested

  • Maintain creative library on TR APAC Marketing SharePoint

  • Download / Print / Prepare monthly / quarterly ranking reports

  • Be the Project/Events Manager for Sales Cycle Meeting

4) Store Design

  • Coordinate Project Request Forms, Quotations, Shipping Advice and Capital Expenditure

  • Prepare and coordinate counter quotations and approval notices to/from retail partners

  • Maintain update status of counter projects and priority lists

  • Liaison with Finance on the expenditure of projects/payment/non-payment.

  • Administrative coordinator for counter installation (assist Markets in paperwork when needed)

5) Others

  • Attend to any other duties as and when directed by RD.

Qualifications

REQUIREMENTS

  • Good communication skills and fluent in both written and oral English.

  • Good working knowledge of computer software (Excel, Word and PowerPoint).

  • Good coordination skills and able to work with minimal supervision

  • Meticulous, diligent and fast in conducting daily duties.

  • Positive attitude and willing to learn.

  • Resourceful in solving problems.

Job: Administrative

Primary Location: Asia Pacific-SG-01-Ang Mo Kio

Job Type: Standard

Schedule: Full-time

Shift: 1st (Day) Shift

Travel: No

Job Number: 1820693