Company Overview:
Maison de L’Asie is a rising star in the Asian fragrance scene, dedicated to crafting exquisite scents that captivate the senses. Our passion lies in delivering high-quality, innovative fragrances that create delightful olfactory experiences for our valued customers.
About the Role:
We're on the hunt for a talented and detail-oriented Administrative Executive to join our vibrant team. This key role involves providing crucial support to both the operations and business development teams.
Key Responsibilities:
As an Admin Executive, you will play a pivotal role in supporting both operations and business development functions. Your responsibilities will include:
- Office Operations:Manage day-to-day office operations, ensuring smooth functioning and efficiency.
Oversee administrative tasks such as office supplies procurement, maintenance, and vendor management.
Coordinate office logistics, including scheduling meetings, handling correspondence, and maintaining expense records.
Assist Operations team with preparation of shipping and logistics documents, liaising with logistics partners to ensure timely shipment of products and/or clearance of customs
- Business Development Support:Assist the sales and business development team to prepare order forms, invoices as well as maintain sales records across retail partners and direct to customer orders
Collaborate with the business development team to prepare contracts.
Assist BD team to organize events, workshops, and promotional activities to enhance brand visibility
Assist BD team in the application of Grants applications
- Coordination and Communication:Liaise with various departments to facilitate effective communication within the organisation, ensuring information flow and timely updates.
Coordinate travel arrangements, meetings, and appointments for executives.
- Data Management and Reporting:Maintain accurate records, databases, and files across the teams
Prepare regular reports on office operations, expenses, and business development activities.
- General Administrative Tasks:Handle incoming calls, emails, and inquiries.
Assist in HR-related tasks, such as onboarding new employees and maintaining personnel records.
Support financial processes, including expense tracking and invoice management.
Qualifications and Skills:
To excel in this role, the ideal candidate should possess:
- 3-5 years of Operations and Administrative experience, preferably in a similar industry.
- A Diploma or Degree in Accountancy, Business Administration or Project Management is preferred (or equivalent).
- Strong analytical and problem-solving skills.
- Excellent communication and interpersonal skills, with the ability to collaborate effectively with diverse teams.
- Flexibility to work European and US hours on days when required.
- Willingness to work in a hybrid work arrangement
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with warehouse management software (a plus).
- A detail-oriented approach and a commitment to accuracy and efficiency.
Reporting Structure:
The Admin Executive will report directly to the CEO / Founder of Maison de L’Asie.
