Executive Assistant

Region: Hong Kong

State: Hong Kong Island

City: Hong Kong

Business Unit: Store Support Centre (SSC)

Time Type: Full-time

Description & Requirements

Who we are 
lululemon is an innovative performance apparel company for yoga, running, training, and other athletic pursuits. Setting the bar in technical fabrics and functional design, we create transformational products and experiences that support people in moving, growing, connecting, and being well. We owe our success to our innovative product, emphasis on stores, commitment to our people, and the incredible connections we make in every community we're in. As a company, we focus on creating positive change to build a healthier, thriving future. In particular, that includes creating an equitable, inclusive and growth-focused environment for our people.


About this team
You thrive on seeing your executive leader succeed every day. Are you an experienced personal assistant with the power to predict the future…or it feels that way because you’re so good at anticipating what’s needed.

You are a strong assistant who is articulate, personable, and detail-oriented along with great organizational and prioritization skills and ability to regularly act independently, making significant decisions. You must be able to build relationships with employees at all levels throughout the organization, have a good business sense and the ability to handle sensitive situations in a mature and confidential manner. You will enable the smooth operation of the office under the pressure of frequent interruptions and changes in priorities. This role directly supports the SVP.

A day in the life: 
Manage executive schedule and keep track of key agendas, actions, appointments, travels as well as team events, birthdays & anniversaries
Monitor inbound email and highlight important updates, actions or deliverables directly related to the executive
Cultivate awareness of the executive’s strategic and objectives, and support these through daily prioritization and decision making
Maintain confidential information for the business and ensures any sensitive information is handled appropriately
Organize and support executive business administration e.g. manage administration for new entity set up, regional expansion, and organizational growth
Coordinate budget for the regional organization and partner with financial planning & executive’s department leaders to ensure optimization e.g. supporting the annual operating planning process, monitoring monthly reports, processing invoices, tracking and reallocating department expenses as required 
Organize and coordinate regional meetings, offsites, development days with leadership team, supporting executive travel plans and visits and taking meeting minutes for follow-up as required
Ensure required resources are secured for all executive meetings (on-site, off-site, virtual) e.g. providing or creating materials and documentation required for meetings, booking meeting room or offsite locations, procuring necessary IT or other equipment, support as required to create presentations, summarize detailed reports, and prepare or review draft communications
Complete monthly expense reports & support other claims processes e.g. health insurance, housing reimbursement schemes, tax-related claims, or other as required
Support the approval of department expenses in alignment with Quarterly Budget Management, including the review of employee expense claims for accuracy and adherence to policy on behalf of Executive
Provide administrative support to teams within the local organization as required, and support the Office Lead on facilities maintenance, Office Safety practices, and space planning for in-region team growth e.g. coordinate seating plan, prepare business documentation, secure executive signatures, procure supplies, arrange couriers as needed, arrange team staff rewards i.e. flowers or gifts
Manage Hong Kong Sample Store operations with Sample Sale team, and maintain connection with functional sample owners across the region to inform exit strategy for samples
Coordinate large-scale events and activities for the Hong Kong office and LLO organization e.g.  LLO team-building activities, office- ‘Fun Club’ workouts, charitable activities & annual events, other company-wide events on ad-hoc basis

Qualifications:
Experience in Executive Assistant or Office Administration role
Exceptional communication skills, written and oral skills in English, strong interpersonal relationship and communication skills, and experience communicating across various executive levels (e.g. Board members, C-suite executives) as a key liaison
Trusted in handling sensitive & confidential information with utmost reliability 
Tech savvy - well versed in Microsoft OS apps (e.g. PPT, Excel) & other business software a bonus! 
Excellent business acumen and ability to exercise sound judgment and prioritization
Extremely detailed and quality oriented.
Ability to be resourceful and source details required to carry out tasks as assigned
Ability to manage multiple projects under tight deadlines, and prioritize effectively to meet critical by-when’s

Must haves:
Acknowledges the presence of choice in every moment and takes personal responsibility for their life.
Possesses an entrepreneurial spirit and continuously innovates to achieve great results. 
Communicates with honesty and kindness, and creates the space for others to do the same. 
Leads with courage, knowing the possibility of greatness is bigger than the fear of failure. 
Fosters connection by putting people first and building trusting relationships. 
Integrates fun and joy as a way of being and working, aka doesn’t take themselves too seriously. 

#LI-RS1