Commercial Department Assistant - Project Executive

Commercial department assistant/project executivePURPOSE OF THE JOB

Executive Assistant to Senior Commercial VP provides comprehensive administrative and operational support to the Senior Commercial Vice President, ensuring smooth and efficient functioning of the retail organization. This role requires strong organizational, communication, and analytical skills, along with proficiency in multiple internal systems. The candidate will manage executive calendars, coordinate meetings and travel, maintain critical data and reports, and act as a key liaison between SCVP and cross-functional teams in China and Headquarters.

MAIN RESPONSABILITIES

1.   Executive Support & Administrative Management

§  Own the calendar: schedule internal and external meetings, optimize for time zones, and proactively resolve conflicts with minimal disruption. Prepare pre-reads and post-meeting follow-ups. Administrative support with administrative issues in China.

§  Support communication – draft regular memos/reports and communication to stakeholders in China and Headquarters. Route issues to the appropriate teams and stakeholders. Keep track of deadlines and proactively manage communication to meet the deadlines.

§  Support in China with Chinese language – prepare executive correspondence in Chinese, board memos, client communications, and internal announcements. Represent the executive professionally with internal teams, partners, and high-profile clients. Translate and communicate clearly in Chinese

§  Organize internal and external meetings: prepare agendas and meeting support (consolidation of decks/documents from other stakeholders), coordinate logistics, take minutes, and follow up on action items.

§  Handle sensitive documents and data with the highest level of discretion.

§  Arrange domestic and international business travel (flights, accommodations, visas), prepare trip itineraries, and process expense reimbursements.

§  Support global visit logistics and executive field visits.

§  Coordinate company events such as brand meetings, annual BC conventions, and management roadshows.

§  Support cross functional project coordination (tracking, communication for follow up with stakeholders), such as new door opening/renovation workflow.

§  Foster strong working relationships with Retail, Key Accounts, Operations, VM, Supply Chain, Marketing, Finance and other teams; act as the bridge between the executive and multiple national and regional stakeholders

§  Conduct proofreading and prepare supporting arguments for bi-weekly New Door Openings and Renovation reports.

2.   System Operations & Process Management

Ø Boutique Workflow System: Monitor boutique-related approval processes.

Ø Agora System: Manage internal purchase orders.

3.   Communication & Information Updates

§  Track and follow up on monthly internal audit findings to ensure resolution.

§  Support coordination of monthly Brand Meetings and management visits.

4.   Contract & Document Administration

§  Handle daily contract and document processes, including signing, stamping, and delivery.

§  Maintain and archive important business documents in compliance with company standards.

5.   Cross-Functional Coordination

§  Consolidate data and information requests from other departments (e.g., HR, Finance, Marketing).

§  Serve as a key point of contact between NSA and other functions to ensure smooth information flow and collaboration.

KEY FIGURES

§  Turnover under responsibility: Sales Target & Ranking Target

§  Budget under responsibility: According to Budget

§  Direct report headcount: One

§  Total headcount supervised: N/A

RELATIONSHIPS

§  Internal: Sales Team & Cross Functions in Brand, SSC Team

§  External: Relevant Vendors

§  Team: All Team Members

PERSON SPECIFICATION

Key competences:

§  Comfortable working with ambiguity

§  Self-starter with excellent communication skills and ability to manage multiple priorities in a fast-paced environment.

§  Excellent learning ability, action bias and proactive

§  Discretion and confidentiality in handling sensitive information.

§  Ability to work independently and as part of a team.

§  Strong attention to details and problem-solving abilities

Technical skills:

§  Strong organizational and time management skills, with the ability to prioritize tasks effectively.

§  Fluent in Mandarin and English and in both written and oral communication ;

§  Business acumen & data analytical skills

§  Good PC skills and familiar with Word, Excel, PowerPoint, etc.

Profile:

§  Bachelor’s degree in English, Business Administration or a related field preferred.

§  Proven experience as an Executive Assistant or similar roles, preferably supporting senior Executives.