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Receptionist & EA to Training Director
at Chanel London in London (Published at 26-10-2023)
Receptionist and EA to Training Director
Location: House of Learning, London
Reports to: Training Events & Coordination Manager
Contract: Permanent
Requirements: On-site Monday-Friday, hours TBC.
Your role @Chanel:
As the first point of contact for all staff and visitors to The House of Learning and our Fashion Client Care Centre, this role is to welcome and take care of internal and external clients as well as support in overseeing the day-to-day operation of the building. You are the go-to person for a multitude of general queries and logistical and company information.
In addition to the front of house responsibilities, this role will also provide executive assistance to the Training Director and ad-hoc secretarial support to the Training Events & Coordination Manager.
What impact you can create at Chanel:
You will create positive and memorable experiences for those we host by considering every detail of their time with us, tending to every guest with respect and warmth.
You will be instrumental in creating a calm and efficiently run front of house, demonstrating core Chanel values of inclusivity and putting our people at the centre. You will demonstrate pride in your work, your environment and in your role at the heart of learning and client care.
What you will bring to the role:
An approachable, unflappable, collaborative and team focused demeanour.
A highly motivated and committed approach, with a self-starting attitude.
Be an Ambassador for CHANEL who upholds company standards and embodies the culture and philosophy.
Ability to build relationships quickly and contribute to a positive team spirit. A flair for collaboration, allowing you and the team to work effectively with other departments.
A strong problem-solving ability, to be able to evaluate different sources of information and to make informed decisions.
Impeccable organisational skills, effortlessly balancing multiple priorities and deadlines as well as spontaneous scenarios.
Good working knowledge of PowerPoint, Word, Outlook and Excel desirable and considered an advantage.
Fire Warden and First Aid Qualifications or a willingness to achieve them.
RECEPTIONIST RESPONSIBILITIES:
FRONT OF HOUSE/ ADMINISTRATION
Working in partnership with our in-house security manager, ensure readiness of our building on a daily basis, raising any issues promptly and briefing janitorial staff regularly.
Liaise with Security, IT, Maintenance and Health & Safety Teams as necessary, working with the Landlord and building management team to grant access for works when appropriate.
Arrange all catering for training, tracking the budgets and coding invoices accordingly.
Take responsibility for stock including non-perishable food, drinks, coffee station, kitchenette supplies in partnership with the in-house janitors. Take responsibility for ordering stationery supplies and ensuring levels of materials and printing paper are always at appropriate levels.
Collaborate with Training teams on ad-hoc requests and projects, exhibiting your exceptional organisation skills and ability to multi-task to deadlines under pressure.
Working in collaboration with Training Events & Coordination manager, update course Lists accurately each month.
Work with discretion when handling confidential or sensitive issues.
Accept deliveries, notify recipients, and distribute accordingly. Organise deliveries to be sent out when necessary.
Make certain that reception is always covered, seeing that visitors are signed in and out with correct passes. Arrange and oversee necessary cover for planned absences in your role ensuring a consistent service. Provide clear communication and handover notes to ensure ongoing seamless service.
COMMINICATION
Demonstrate a professional in-person and telephone manner as well as a proficient command of spoken and written English. Always communicate calmly and clearly and maintain an approachable demeanour.
Be highly organised and a reliable timekeeper, able to prioritise your workload.
Be proficient in Microsoft Office programs such as Outlook, Powerpoint, Excel and Teams, demonstrating attention to detail in all work.
EXECUTIVE ASSISTANT RESPONSIBILITIES
Support in the management of the diary of Training Director
Send meeting invitations and room booking requests
Coordinate travel and hotel arrangements for business trips on Concur/altour
Process monthly expenses
Support with ad-hoc presentation creation – strong skills in PowerPoint and design desirable
You are energised by:
A deep care for people and creating seamless, positive experiences for those around you.
An environment with constant change – fast–paced and at times slow and steady.
Exhibiting your exceptional organisational skills.
Working in an environment dedicated to learning and knowledge.
Remaining agile and responding to the needs of the team, department, and wider stakeholders, whilst embracing change, sometimes at short notice.
What you would gain from this experience:
The opportunity to work with an energising, ambitious, and passionate team that drives human connection and learning throughout the organisation.
The opportunity to be at the first point of contact within our new House of Learning & Client care centre.
The satisfaction of supporting all our teams to have the best possible learning experience.
The opportunity to contribute to an ever growing and exciting culture of learning & development.
At Chanel, we are focused on creating an inclusive culture that nurtures personal growth, contributing to collective progress. We believe the uniqueness of
each individual
increases the diversity,
complementarity
and effectiveness of our teams. We strongly encourage your application, as we value the perspective,
experience
and potential you could bring to CHANEL
.
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