The Estee Lauder Companies Administrative Assistant, Global Corporate Citizenship and Sustainability in New York, New York
Administrative Assistant, Global Corporate Citizenship and Sustainability
Brand: Estée Lauder Companies Corporate Departments
Acts as an important member of the Citizenship and Sustainability team. Expertly manage multiple projects with competing priorities to ensure that all financial timelines are met and corporate commitments are upheld. Act with discretion in all matters, while keeping in line with all legal requirements for corporate giving.
Use a detail-oriented approach to all duties, performing follow up with minimal supervision.
Provide support to two Directors including, but not limited to scheduling meetings, processing expense reports, scheduling travel, answering calls, and directing other correspondence.
Provide back up support for SVP/VP and special projects as needed.
Provide support for processes of the Estée Lauder Companies Charitable Foundation and perform at the most professional level while in interactions with C-suite offices
Utilize excellent interpersonal communication (written and verbal) and organizational skills in liaising with executive offices and with high level internal and external leaders
Liaise with assistants in other departments and external event planners on all deliverables for charitable and industry-related events funded by the department.
Prepare reports and perform research on various topics related to citizenship and philanthropy at the direction of Director.
Prepare PowerPoint presentations, meeting agendas, and other relevant materials as directed.
Finance, Grantmaking and Record-keeping Responsibilities
Independently manage year-round payment process for all grants, including ensuring pre-approved payments are made on schedule; liaising with Accounts Payable, Accounts Receivable and Vendor Maintenance; SAP experience a plus.
Maintain and develop grants database, collaborating with other team members, vendors and grantees to ensure that records are kept correctly and in line with all legal and corporate requirements.
Maintain files in audit-ready condition.
Partner with HR, employees and nonprofits on all US service award donations, preforming due diligence to ensure nonprofit awards are in compliance with Corporate policy.
Initiate and track follow up for all employee-recommended grants and contributions, highlighting requests by executives for elevated follow up, and managing the follow up process for all requests.
Manage approval letter process including sourcing data from the database, liaising with finance, and sending all letters for every approved grant; produce cover letters for other nonprofit contributions as needed.
Track, reconcile and prepare reports for four distinct budgets.
Coordinate the transfer of files to and from records retention in accordance with Corporate requirements.
Create journal ads for event programs or prepare copy for ads created by Global Communications; Illustrator or other desktop publishing a plus.
Maintains extensive Corporate Events calendar including all event details; partner with Global Communications on monthly online update, distribute to assistants of key Senior Executives.
Social media experience a plus, including Facebook, LinkedIn, Twitter, and Snapchat
Receive/Prepare and follow through on all documents requiring signature, establishing approval processes and maintaining records of all communications that require follow up.
Oversee department email box, respond to all requests and utilize excellent judgment in preparing answers and routing problems to other team members.
Inventory and order office supplies for department.
Possess excellent PC skills, knowledge of Windows 7 (Outlook, Excel, Word, and PowerPoint)
3 years of experience
Primary Location: Americas-US-NY-New York
Job Type: Standard
Shift: 1st (Day) Shift
Travel: Yes, 5 % of the Time
Job Number: 164381