Department: Arts, Culture & Heritage
Reports to: Chief of Staff - Arts, Culture & Heritage
Location: London
Role Overview
We are seeking a highly organized, detail-oriented and 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
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.
Qualifications & Skills
- Exceptional organisational and time-management skills.
- Detail-orientation is paramount to succeed in this role.
- Proficiency in Microsoft Office Suite (especially PowerPoint and Excel), Concur Travel & Expenses, calendar management tools is key. A knowledge of AI uses will be a plus.
- Discretion, diplomacy, and a proactive mindset are essential.
- Strong adherence to business ethics and compliance policies.
- Proven experience in an administrative role.
- 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
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What We Do
CHANEL is a private company and a world leader in creating, developing, manufacturing and distributing luxury products. Founded by Gabrielle Chanel at the beginning of the last century, CHANEL offers a broad range of high-end creations, including Ready-to-Wear, Leather Goods, Fashion Accessories, Eyewear, Fragrances, Makeup, Skincare, Jewelry and Watches. CHANEL is also renowned for its Haute Couture collections, presented twice yearly in Paris, and for having acquired a large number of specialized suppliers, collectively known as the Métiers d’Art. CHANEL is dedicated to ultimate luxury and to the highest level of craftsmanship. It is a brand whose core values remain historically grounded on exceptional creation. As such, CHANEL promotes culture, art, creativity and “savoir-faire” throughout the world, and invests significantly in people, R&D and innovation. At the end of 2019, CHANEL employed more than 28,000 people across the world.
