Executive Assistant & Office Administrator

Who We Are

Born in 1980, Alexandre Mattiussi studied at Duperré fashion design school in Paris.

After formative experiences in several fashion houses - travelling between Paris, Milan and New York - the designer decided in 2011 to launch his own brand: AMI.

Created in Paris and inspired by this city ever since, AMI offers stylish and comprehensive wardrobes for men and women, blurring the boundaries between casual and chic.

The name AMI, the French word for friend, plays with the initials of Alexandre Mattiussi.

AMI captures a particular type of the French capital's nonchalance, one that is relaxed, authentic and friendly.

Position Identification

Job Title: Executive Assistant & Office Administrator

Location: Shanghai, China

Reporting Matrix

Direct Report Line: President, Greater China

Key Responsibilities

• Provide full-spectrum professional and personal assistance to the President, Greater China, acting as the primary contact and gatekeeper for his schedule, communications and day-to-day needs.
• Proactively manage a complex, fast-moving calendar across China and Europe time zones, coordinating internal and external meetings and conference calls, anticipating conflicts and ensuring the President is fully prepared for each commitment.
• Arrange end-to-end international and domestic travel (flights, accommodation, ground transportation, visa applications and itinerary planning), including seamless support for frequent trips between China, France and other markets.
• Handle the President's personal errands and private affairs with utmost discretion and confidentiality (e.g. appointment and family-related administration, reservations, gifting and special requests).
• Draft, translate and polish bilingual (English / Chinese) correspondence, presentations, reports and meeting minutes; provide ad-hoc interpretation support when required. French is a strong plus.
• Screen, prioritize and follow up on incoming emails, calls and requests; escalate matters appropriately and maintain well-organized filing systems for all President and office-related documentation.
• Take full ownership of all administrative matters of the Shanghai office, including day-to-day operations, facility and workplace management, vendor and contract management, procurement, health & safety, mail/courier, meeting room and general office services — acting as the single point of contact to ensure a smooth, safe and well-functioning workplace for all employees.
• Handle office-related contracts and agreements with suppliers, vendors and landlords (review, renewal and negotiation) and lead office setup, opening or relocation projects when required.
• Plan and execute office engagement and culture activities (e.g. team lunches, seasonal celebrations, offsites, anniversary events) in collaboration with HR and the wider EA community.
• Handle sensitive and confidential company information with the highest level of integrity, professionalism and discretion at all times.
• Other ad-hoc assignments and projects as delegated by the President and/or line manager.

Key Relationships

• Internal: All departments with daily exposure to the President and senior leadership (Retail, Merchandising, Marketing, Finance, HR, IT, etc.), plus HQ counterparts in Paris and the regional EA network
• External: President's family office, travel agencies, hotels, government offices (visa / immigration), external partners, clients, landlords and service vendors

Requirements & Capabilities:

• Bachelor's degree or above; fresh graduates are welcome, with 0–3 years of relevant experience in executive or personal assistance, office administration or a related field.
• Excellent command of written and spoken English as the daily working language; fluent Mandarin Chinese is required, and French is a strong plus.
• High level of discretion, integrity and sound judgement when handling highly confidential personal and business matters.
• Outstanding organizational, prioritization and time-management skills, with the ability to juggle multiple priorities in a fast-paced, multicultural environment.
• Proactive, resourceful and hands-on attitude — able to anticipate needs and willing to do whatever it takes to get things done.
• Service-oriented, outgoing and emotionally intelligent personality; polished and confident communication with senior executives and external partners.
• Flexible and responsive — comfortable adapting to a dynamic schedule, including occasional after-hours support aligned with the President's travel and time zones.
• Strong attention to detail and problem-solving ability; calm and composed under pressure.
• Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook) and common collaboration tools; a quick learner of new systems.
• Familiarity with the fashion, luxury or retail industry is a plus, but not a must.